Conferences & Special Events Coordinator

McGill University•Montreal, QC

5d•CA$29 - CA$36•Hybrid

About The Position

Under the direction of the immediate supervisor, the incumbent coordinates and organizes details for events such as conferences, seminars, workshops, and reunions. They assign, distribute, and verify the work of others while also contributing to their training. The incumbent liaises with clients to determine requirements, coordinates all logistical arrangements, and ensures the smooth execution of events. They maintain accurate records and inventories, monitor and administer operating fund or accounts, and propose ideas to improve efficiency and support future events. Additionally, they collaborate and provide support to other internal teams involved in event planning and delivery.

Requirements

Proven event planning experience required.
Demonstrated organizational skills, and ability to multi-task.
Ability to clearly transmit and receive information as well as good interpersonal skills for communicating with students, faculty members and departmental administrators and other institutions.
Proven ability to provide excellent customer service.
Accuracy, attention to detail, resourcefulness, ability to prioritize and meet multiple deadlines.
Proven ability to draft correspondence, to proofread text and edit documents.
Able to work independently and as part of a team.
Ability to work and troubleshoot in a PC environment using word-processing, spreadsheets and presentation software, Adobe PDF, HTML and database packages; Banner, Minerva, McGill Marketplace.
English and French, spoken and written.
DEP - Secretarial Studies 3 Years Related Experience / DEP - Office Systems
Authorized to work in Canada and willing to work in the province of Quebec.
Knowledge of English at level #4 (qualifier) on a scale of 0-4.

Responsibilities

Coordination of logistics for events such as conferences, seminars, workshops, receptions and reunions.
Organizes lunches, internal events and student-centered activities as needed.
Assists in creating and updating event timelines to track all details for events ensuring deliverables are completed in a timely manner.
Facilitate the synergy of the programs by maximizing economies of scale in the purchase of supplies and services for events and activities.
Liaises with clients as needed to determine requirements and discuss arrangements.
Coordinates all arrangements such as locations, setups, cleanliness, post-event cleanup and room resets, audio-visual materials, seating, food and bar service, including alcohol permits, and equipment rentals.
Completes all room booking requests for event and meeting spaces based on faculty priorities.
Advises supervisor of all event booking requests requiring event logistics meetings with clients.
Meets with event organizers to discuss upcoming events, educate on McGill policies as needed (alcohol permits, weekend bookings), and book appropriate spaces.
Act as resource person providing information to event organizers on the McGill Office of Sustainability model for sustainability certification.
Ensure that event organizers are aware of services provided by Marketing and Communication team, including promotion, branded elements and merchandise.
Tracks attendance and maintains records of events including number of attendees, quantity of food and alcohol ordered versus quantities consumed.
Verifies, arranges, reviews data and presents to supervisor and clients.
Monitors budgets and reports on expenses.
Takes measures to cut costs for events using cost-effective suppliers.
Recruits and organizes volunteers for certain events, liaising with Student Associations as needed.
Assist with training for Hospitality Assistants.
Monitor their task completion and report issues to supervisor.
Attends assigned events to monitor arrangements and ensures smooth execution of planned activities.
Liaises with facilities personnel and suppliers of contracted services.
Solves problems that arise during events.
Liaises with appropriate units regarding security services and safety regulations.
Maintains an inventory of materials and supplies appropriate to the activities and events.
Places orders to replenish stock.
Places stationary orders, ensuring purchases remain within allotted budget; coordinate deliveries and distribute stock.
Places coffee orders, monitors, and reconciles coffee budget, coordinate deliveries and distribute stock.
Maintains central events supplies inventory, including alcohol and decorations.
Regularly maintains, monitors and replenishes inventory.
Schedules meetings, contacts participants and books meeting rooms.
Assists with preparation of agenda.
Attends meetings, takes minutes, and follows up on decisions within area of responsibility.
Creates purchase requisitions, coordinates deliveries and ensures invoices are paid in a timely manner.
Reports to immediate supervisor and upper management as requested with regards to financial elements, profitability, sustainability, and success of events, making suggestions for future activities.
Other duties as assigned.

Benefits

Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
Competitive vacation policy
Two (2) personal days
Two (2) floating holidays
Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
Paid time off over the December holiday period
Tuition waiver for regular employees and their dependents
Up to two (2) days of remote work per week where the position permits