Communications Officer, Events Management

University of Ottawa•Ottawa, ON

1d•CA$72,437 - CA$91,502•Onsite

About The Position

The Faculty of Engineering strives to provide a learning environment that promotes excellence and innovation, ethical practice and responsibility towards society. Our workplace will challenge, energize and motivate you to be your very best while providing opportunities for career growth and professional development. Our work makes a world of difference in the lives of our students, who will become the next generation of leaders and change makers of our society. Our dynamic community is dedicated to building innovations that will not only help the advancement of technology, but solutions that will revolutionize the industry. We look forward to making the future TOGETHER! Reporting to the Manager, Communications and Marketing, the Communications Officer, Event Management is tasked with proposing, planning, organizing, and promoting events for the Faculty of Engineering, such as symposiums and conferences, academic lectures, panel discussions, student competitions, receptions, networking events, dinners, and important meetings. In addition, the officer works closely with members of the Marketing and Communications team, faculty members, and support staff to develop activities for the Faculty community. The officer is responsible for all aspects of the creative process, including the development, drafting, and writing of promotional brochures, pamphlets, and other marketing materials, as well as coordinating the work of freelance contributors (writers, graphic designers, etc.). The officer is responsible for reflecting the professionalism and prestige of the University of Ottawa’s Faculty of Engineering when interacting with stakeholders and guests invited to these events, including professors, students, alumni, prospective donors, and members of the broader community.

Requirements

Bachelor’s degree in Communications or a related discipline, or an equivalent combination of education and relevant experience.
Three (3) years of experience managing complex or high-profile events, including responsibility for event budget management.
Experience developing and implementing strategic communication plans, including media relations, web/online strategies, advertising, and event management.
Excellent interpersonal and communication skills.
Excellent public relations skills.
Sound judgment and a strong sense of creativity and design.
Ability to manage multiple projects simultaneously in an efficient, organized, and composed manner while adhering to established budgets.
Excellent problem-solving skills and the ability to work effectively under pressure.
Must be able to respond constructively to unexpected challenges and issues.
Experience with computer systems and software, including Adobe Photoshop, InDesign, and Illustrator; Internet tools (browsing, research, and content management systems); Microsoft PowerPoint, Excel, Word, and related applications.
Experience preparing promotional and marketing materials, such as brochures, magazines, guides, advertisements, posters, and other promotional tools.
Experience working with private-sector vendors, including catering companies and graphic design firms.
Excellent proficiency in both English and French, spoken and written, with outstanding writing and editing skills.

Nice To Haves

Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

Responsibilities

Plans, organizes, and leads events, workshops, fairs, conferences, seminars, and other activities to ensure the visibility and positive impact of Faculty of Engineering initiatives.
Responsible for organizing and ensuring the successful delivery of major annual events such as Design Day, Excellence Awards ceremonies, and business development events.
Develops an action plan for each event, including a budget, detailed agenda, visibility and promotion strategy, key messaging, venue layout plan, evaluations, and post-event reports to ensure the effective execution of projects under their responsibility.
Coordinates visits by international delegations of researchers or administrators and develops programs that may span several days and address visitors’ needs, including laboratory tours, business lunches, receptions, and related activities.
Leads and coordinates teams of volunteers, students, or colleagues assigned to provide logistical support for large-scale events.
Manages speakers and presenters, addresses their specific requirements, provides clear communications, and ensures post-event follow-up (e.g., mailing gifts, sending letters or thank-you notes, processing reimbursements)
Develops and recommends event strategies that support business development initiatives within the Faculty of Engineering.
Develops and maintains a network of partners across the public and private sectors, including media organizations, to enhance the visibility of the Faculty or service.
Establishes protocols and procedures to optimize event planning and delivery while preserving organizational knowledge through a repository of best practices.
Develops communication strategies to promote Faculty of Engineering events and manages all aspects of official invitations; coordinates and oversees the work of external vendors (graphic designers, translators, etc.) involved in event organization.
Designs, develops, and manages the production of promotional materials and communication tools, including advertising.
Arranges for required translations, reviews content, and ensures quality and compliance with University of Ottawa standards.
Occasionally prepares written materials directly in both official languages to save time while maintaining quality.
Builds and maintains productive relationships externally with suppliers and service providers (e.g., negotiating pricing, preparing contracts) and internally with University faculties and services such as Conferences and Reservations, Ceremonies and Events, Procurement Services, Communications Services, Campus Security, and Parking Services