Event & Activities Coordinator (Temporary Full-Time)

Fanshawe Student Union•London, ON

About The Position

The Events & Activities Coordinator is responsible for coordinating and executing assigned student events and activities that support student engagement and the strategic objectives of the Fanshawe Student Union (FSU). Working collaboratively with the Student Programming & Esports Supervisor and Student Experience team, the Coordinator assists in the planning, implementation, promotion, and evaluation of events and programs. The Coordinator serves as a key operational resource by coordinating logistics, supporting event budgeting processes, liaising with vendors and stakeholders, assisting with marketing initiatives, and ensuring the successful execution of assigned events. This role provides day-to-day guidance to student staff and volunteers while ensuring events are delivered in accordance with established budgets, timelines, organizational standards, and approved plans. Scheduled hours may include days, evenings, and occasional weekends based on operational requirements and event schedules.

Requirements

Post-secondary education in Event Management, Marketing, Public Relations, Music Industry Arts, Hospitality, Recreation, Communications, Business, or a related field is preferred.
An equivalent combination of education, training, and relevant experience will be considered.
Minimum 3 years of experience coordinating events, student programming, hospitality services, recreation programming, marketing initiatives, communications activities, or similar projects is preferred.
Experience working in a post-secondary or student-focused environment is considered an asset.
Strong organizational and administrative skills.
Excellent verbal and written communication skills.
Demonstrated ability to manage multiple priorities and meet deadlines.
Ability to build and maintain effective working relationships with students, staff, vendors, and community partners.
Experience tracking expenditures and maintaining budget records.
Proficiency in Microsoft Office applications.
Strong customer service orientation.
Ability to work independently and collaboratively within a team environment.
Valid driver's licence and ability to travel as required.

Responsibilities

Coordinate and execute assigned events and activities from planning through post-event evaluation.
Develop event timelines, planning documents, checklists, floorplans, schedules, and operational plans.
Coordinate event logistics, including venue requirements, catering, transportation, supplies, equipment, and vendor services.
Support on-site event management and troubleshoot operational issues as required.
Host and facilitate student events, orientations, engagement activities, and special initiatives.
Ensure assigned events are delivered in accordance with approved priorities, budgets, timelines, and organizational standards.
Monitor event expenditures and maintain event-related budget records.
Track expenses and identify potential budget concerns for review with the Student Programming & Esports Supervisor.
Process and reconcile invoices and event-related expenses in accordance with organizational procedures.
Assist with event budget reporting and post-event financial summaries.
Research and recommend event ideas, activities, and programming opportunities that align with student interests.
Collaborate with students, student leaders, clubs, campus departments, and community partners to support student engagement initiatives.
Gather participant feedback and assist with evaluating event outcomes to support continuous improvement.
Collaborate with the Marketing team to support promotional campaigns for events and activities.
Assist with event communications, registrations, and participant engagement.
Support outreach initiatives designed to increase student participation and awareness.
Act as a liaison with vendors, campus departments, students, and community partners regarding event logistics.
Obtain quotes, coordinate services, and monitor vendor deliverables.
Maintain positive working relationships with internal and external stakeholders.
Identify operational risks related to assigned events and communicate concerns to the Supervisor.
Assist in implementing approved safety and risk mitigation measures.
Ensure events are conducted in accordance with FSU policies and applicable procedures.
Provide day-to-day directions and support to Event Ambassadors, volunteers, and temporary event staff during event preparation and execution.
Assist with onboarding and training event support staff as required.
Provide feedback to the Supervisor regarding staffing needs and event support requirements.
Maintain accurate event documentation, attendance records, reports, and planning resources.
Complete post-event evaluations and reporting.
Perform other related duties as assigned.