Event and Collaboration Specialist

University of Waterloo•Waterloo, ON

48d

About The Position

The Event and Collaboration Specialist (ECS) is responsible for the end-to-end planning and technical execution of events across physical, virtual, and hybrid platforms. The incumbent ensures seamless integration of multimedia elements, manage online collaboration tools, and provides real-time technical support to ensure a professional attendee experience. The ECS fulfills various operation roles based on the scope of production requirements, with priority for academic and instructional purposes. As capacity allows, the ECS will occasionally provide these services for internal University communication and promotional needs. Clients include faculty, staff, undergraduate and graduate students. The incumbent uses their technical expertise to track, investigate and recommend technological solutions and best practices for activities.

Requirements

Bachelor’s degree or diploma in video production or equivalent education and experience
Must hold a valid G driver’s license
3-5 years industry experience
Knowledge of virtual production and meeting platforms
Demonstrated expertise in digital media development, design and delivery with an emphasis on event production using industry-standard tools and techniques
Experience working independently to prioritize and organize workload
Significant expertise with digital audio/video production and post-production tools
Operating and maintaining media equipment
Proven digital camera and streaming appliances operating knowledge, substantial expertise and skills to deliver high quality content
Recording and editing audio files using professional recording software
High level proficiency in video editing tools
Experience researching, selecting and ordering applicable equipment
Required software skills: Adobe Creative Suite (Premiere, After Effects, Audacity) at this time
Ability to recommend and implement multimedia solutions for educational services and requests
Creative abilities in visual storytelling, and pulling together necessary team, tools and media assets to complete a production
Experience creating professional multimedia and event productions
Strong written and verbal communication skills with superior attention to detail, time management, and project management
Proven ability to use good organizational skills to plan, track and successfully complete multiple concurrent tasks and projects
Proven ability to interact effectively with clients and/or subject matter experts and demonstrated initiative to use communication methods throughout project phases
Excellent interpersonal skills and demonstrated ability to work, cooperate, and be a positive contributing member of the team
Open to creative feedback for effective collaboration and production creation

Nice To Haves

Experience producing or delivering webcasts is an asset

Responsibilities

Serve as the primary technical point of contact for event requestors, conducting initial intake meetings to define event goals, audience size, and interactive requirements.
Translate non-technical requests into comprehensive AV and digital specifications, ensuring alignment between the requestor’s vision and available technology.
Advise requestors on best practices for hybrid engagement and platform selection, based on their specific outcomes.
Develop and manage detailed event project timelines, including milestones for content submission, equipment procurement, and platform configuration.
Coordinate "site surveys" or technical walk-throughs for both physical venues and virtual environments to identify potential connectivity or layout challenges.
Build and maintain a "Run of Show" (ROS) document that synchronizes all audio, visual, and collaboration cues for the entire production team.
Facilitate technical rehearsals and dry runs with speakers and moderators to test equipment, internet stability, and presentation flow.
Configure and operate AV equipment (microphones, cameras, lighting) and manage live streaming or recording for all event types.
Manage virtual event platforms, including registration systems, automated confirmations, and interactive tools
Provide real-time moderation and technical troubleshooting during live events to resolve any issues for either local or remote participants.
Conduct post-event debriefs with requestors to review engagement data, attendee feedback, and technical performance for future improvement.
Under the Accessibility for Ontarians with Disabilities Act (AODA), we are legally mandated to provide accessible communication supports, such as live closed-captioning and transcription services, for all employees, students and public-facing sessions.
Maintain a centralized, real-time inventory of all audiovisual and collaboration hardware (e.g., cameras, microphones, mixers, encoders)
Implement a rigorous check-in/check-out protocol to track equipment location, condition, and the specific event or "requestor" assigned to the gear.
Develop and execute a preventative maintenance schedule (e.g., firmware updates, lens cleaning, cable testing) to minimize downtime during live events.
Diagnose and perform minor on-site repairs or coordinate with external vendors for specialized servicing and warranty claims.
Ensure all equipment kits are "event-ready" through rigorous post-event inspections and functional testing.
Analyze equipment usage data and failure rates to provide evidence-based recommendations for hardware upgrades and new technology investments.
Monitor consumable stock levels (e.g., batteries, gaffer tape, etc.) and initiate purchase requisitions to prevent shortages.