Alumni Relations Events Coordinator

University of Waterloo•Waterloo, ON

45d

About The Position

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day. Learn more about our recruitment process. Reporting to the Senior Alumni Officer the Alumni Relations Event Coordinator (AREC) will provide a high level of event support. The AREC will play a key role in the coordination, execution and wrap up of all global and local alumni events and will help to lead our annual Fantastic Alumni Day. The Event Coordinator will be responsible for the creation and deployment of event communications, marketing and promotion and is required to maintain efficient and up to date event procedures; deliver an excellent guest experience on-site at events as needed; update website content; and contribute to collecting, organizing, and analyzing relevant reports, documentation and provide general event support to the entire team. Many of the events being supported are global in nature and will require flexibility and long lead times to effectively deliver high quality events in international markets. The AREC works collaboratively to support the business plans and strategy of the Alumni Relations portfolio and works closely with Alumni Relations staff, Alumni Professionals campus wide (including faculties, colleges, schools and ASUs) and external stakeholders and contractors to plan and execute successful Alumni events and programs.

Requirements

University degree in event management, public relations and communications, or equivalent post-secondary education or equivalent education and/or work experience.
At least 3 years in an event coordination/assistant role dealing with front-line services, event planning and production, partnership building and community engagement.
Previous experience as an event coordinator who can envision and articulate the goals and objectives of the project, work with cross-functional teams who contribute to the project and collaborate with multiple project participants to ensure a successful outcome.
Demonstrated experience and a proven aptitude for success in problem solving required.
Demonstrated ability to work independently and operate successfully in a multi-stakeholder, fast-paced and complex environment.
Proven experience drafting and editing internal and external event-related communications for event teams, volunteers and/or guests.
Excellent written and verbal communication skills and experience in drafting, editing and proofreading under very tight deadlines is required. Prior experience with WCMS3 is an asset.
A true understanding of our audience and stakeholder needs, to ensure a quality event experience with strong audience engagement.
The individual must be strategic, analytical, and insightful, able to assess and interpret the various factors affecting the successful planning and execution of events on campus and within the community and be experienced in assisting with event management approaches to address these.
Must have a superior understanding of alumni relations best practices and event coordination.
Ability to exercise proactive project coordination, communicate effectively to project participants who need to understand progress, and identify risks/mitigating strategies before problems occur.
Must have superb planning and organizational skills, be able to work simultaneously on multiple initiatives with demanding deadlines and manage time/resources accordingly.
Proven ability to manage high volumes of activity, multiple tasks and constant change while demonstrating the ability to maintain confidentiality, ensuring sensitivity to the needs and interests of a variety of stakeholders and support the functioning of diverse teams.
Proven ability for ensuring delivery of quality events in a high-performance environment, with multiple projects, stakeholders, and competing deadlines.
Demonstrated strong interpersonal skills.
Ability to liaise with senior leaders and VIP guests and stakeholders.
Exceptional attention to detail is essential.
Proficient use of Microsoft Word, Excel, PowerPoint required.
A high level of independence is required requiring excellent judgment in areas of time management, task prioritization and decision-making.
Demonstrated ability to thrive in, and contribute to, an integrated and collaborative team environment and to apply a calm, positive team approach to working with colleagues.
Collaborative team player who is comfortable providing and taking constructive input from multiple sources.

Nice To Haves

Experience with the specialized requirements associated with updating web content and familiarity with a content management system as an asset. Experience with digital an asset.
Experience with project management software an asset.
Experience with event management software is an asset.
Knowledge of communications planning, creative brief development, event marketing and advertising, media relations, and social media are an asset to this role.