Advancement Events Officer

University of Waterloo•Waterloo, ON

1d•CA$67,689 - CA$84,611•Onsite

About The Position

The Advancement Events Officer works to build a positive reputation for the University of Waterloo and the Faculty of Engineering. Working with key Faculty and Waterloo stakeholders (including Engineering Research Office, Engineering Core Facilities, Graduate Studies and Undergrad office, Presidents Office, Office of Research, University Relations and Government Relations) to strategize, plan and deliver dynamic and highly engaging events. The Advancement Events Officer is responsible for leading the strategy, planning, and delivery of a defined portfolio of Faculty of Engineering events, including Alumni Engagement, Recruitment (Graduate and Undergraduate), and Research and Industry Partners. Reporting to the Manager of Events and Community Relations, the incumbent provides strategic and operational leadership for these event portfolios, ensuring alignment with Faculty and University priorities, audience needs, and brand standards. The Faculty of Engineering Events Team manage a high volume of events each year and this role has an assigned portfolio of events that they will lead while providing ongoing support for signature Faculty events. The role exercises a high degree of independence and judgment in the delivery of high-volume, high-visibility events, where stakeholder experience, reputational impact, and relationship-building outcomes are critical. This position requires frequent evening and weekend work and regular engagement with senior leaders, alumni, external partners, prospective students, and internal stakeholders.

Requirements

Post-secondary education in event management or equivalent combination of education and experience
Minimum four to five (4) years of progressive professional experience in event planning, event management, or related roles within a complex, fast-paced, stakeholder-driven environment.
Demonstrated experience leading the strategy, planning, and delivery of a high volume of concurrent events.
Proven experience serving as project lead and on-site decision-maker for live events, exercising sound judgment in real time to address logistical, stakeholder, and reputational considerations.
Experience working collaboratively with senior leaders, faculty, alumni, external partners, and vendors, including managing expectations and navigating sensitive or high-profile situations.
Experience managing event budgets, procurement, and financial reconciliation in accordance with institutional policies.
Experience leading and coordinating volunteers, students, or cross-functional teams to deliver high-quality event experiences.
Experience planning and delivering virtual and hybrid events, including management of digital platforms and live technical troubleshooting.
Demonstrated ability to lead complex event portfolios from concept through execution, balancing strategic objectives, operational requirements, and stakeholder experience.
Strong strategic thinking and analytical skills, with the ability to translate Faculty and Advancement priorities into effective event strategies and programming.
High level of independence, initiative, and accountability, with the ability to work effectively both autonomously and as part of an integrated team.
Excellent project management skills, including the ability to manage multiple high-volume initiatives simultaneously, prioritize competing deadlines, and adapt to changing circumstances.
Strong interpersonal and communication skills; able to work effectively with senior leaders, alumni, donors, campus and external partners, and current and prospective students.
Ability to develop clear, engaging event communications and ensure alignment with brand standards.
Demonstrated ability to identify issues, manage risk, and resolve problems calmly during live events.
Experience coordinating and leading volunteers and contributors to deliver consistent service standards.
Strong political acuity, negotiation and conflict-resolution skills, and the ability to influence and align diverse stakeholders are essential.
Demonstrated ability to understand diverse stakeholder groups and design, plan, and deliver events tailored to their unique demographics, expectations, and engagement needs.
Proficiency with event registration tools, web/content platforms, virtual event systems, standard office productivity tools, and design/creative software (eg Photoshop, Illustrator).
A valid Driver’s Abstract and ability to rent a car in Ontario (I.e., possession of a valid G driver’s license or equivalent) is required.

Nice To Haves

Experience working in a post-secondary, advancement, or similarly complex institutional environment is preferred.

Responsibilities

Leads the event strategy, annual planning, and execution for Alumni, Graduate Recruitment, Undergraduate Recruitment, and Research/Industry Partner events.
Working in partnership with the Faculty undergraduate recruitment team and the event planning teams within University Marketing and Undergrad Recruitment (MUR) to lead the planning and coordination of Engineering undergrad recruitment events (including events on campus, OUF and virtual) and attending and contributing to MUR recruitment working groups related to events.
Translates Faculty and Advancement objectives into cohesive event plans and programming that support engagement, recruitment, reputation-building, and partnership development.
Establishes timelines, priorities, and resource requirements across a large and diverse event portfolio, managing competing deadlines and peak activity periods.
Leads the end-to-end planning and delivery of multiple concurrent events, both in-person and virtual, serving as project lead and on-site decision-maker for assigned portfolios.
Exercises independent judgment to resolve issues, adapt plans in real time, and ensure the success of events in dynamic, high-pressure environments.
Oversees logistics, vendors, volunteers, speakers, digital platforms, and event communications to deliver consistent, high-quality experience.
Working in partnership with Faculty Shared Facilities teams to lead the planning and coordination of a range of industry partnership and student engagement events aligned to the interests of key audiences.
While each role maintains responsibility for a defined portfolio of events, both the Events Manager and Events Officer collaborate in the execution and delivery of larger, high-profile events.
Builds and sustains strong working relationships with Faculty leadership, Advancement, Undergraduate Recruitment, Graduate Studies, Research teams, alumni leaders, and external partners.
Serves as a trusted advisor to internal stakeholders on event design, audience engagement, and experience optimization.
Recruits, trains, and leads event volunteers, providing clear direction and leadership during live events.
Leads the development and execution of event communications and promotional strategies for assigned portfolios, including invitations, registration pages, digital assets, event signage.
Ensures all event communications align with Faculty and University brand standards and support strategic reputation-building objectives.
Contributes to the design of engaging and inclusive event programming informed by audience insights and stakeholder needs.
Working with virtual event platforms (i.e. Zoom, Microsoft Teams) to manage virtual events and meetings, including managing panelists, setting up events, running video content and polls, monitoring live chats and offering technical support to participants as needed.
Advanced technical skills in building and managing event webpages and registration workflows, maintaining accurate attendee data and reports, and producing high-quality graphic design assets for digital and print event communications.
Develops and manages event budgets for assigned portfolios in collaboration with the Manager of Events and Community Relations.
Oversees purchasing, expense reconciliation, and vendor payments in accordance with University policies.
Leads post-event evaluation and reporting, using data and feedback to inform continuous improvement and strategic planning.
Responsible for team administrative functions, including swag procurement and inventory management, oversight of the PSE Event Space, and management of event supplies inventory and storage.