Lead Coordinator, Event Management

University of Ottawa•Ottawa, ON

11d•Onsite

About The Position

Plans, manages and promotes events that engage alumni, raise awareness in the community, foster ties between strategic partners and the academic community, and support recruitment, fundraising and research activities. In this role, your responsibilities will include: Plans events: Plans and designs, for the entire faculty or service, various on- and off- campus events that engage alumni, raise awareness in the community, build ties between strategic partners and the academic community, and support recruitment, fundraising and research activities. To this end, discusses with clients, identifies requirements and deadlines, sets budgets, plans and coordinates all the steps required to conduct the event. Manages events: Organizes and manages all the logistics surrounding events, such as reservations, rentals, registration and invitations, catering services, equipment installation and set up of spaces. Supervises the running of these events and remains available to resolve any problems that might arise. Welcomes guests and acts as University representative and host for each event. Supervises others: Hires and trains individuals, such as volunteers and caterers, and coordinates and supervises their work to ensure that they carry out their duties as directed and to the required standard. Manages budgets: Manages budgets related to the organization and running of events, while staying within budget limits and complying with related policies, regulations and procedures. Advertising: Participates in planning and designing the marketing plans required to conduct events and maximize stakeholder awareness and participation. Quality assurance: Develops performance indicators and monitors performance by conducting consultations and surveys in order to maximize event effectiveness. Analyzes results and makes improvements to optimize event protocols. Writes reports, summaries and post-event evaluations to ensure that each event has met its objectives. Communication and liaison: Establishes and maintains effective working relationships with suppliers and with internal and external partners to ensure that the events for which the incumbent is responsible run smoothly.

Requirements

College diploma in marketing, event management, fundraising, or communications, or an equivalent combination of education, training and experience
Minimum five years’ experience in a similar role
Bilingualism – French and English (spoken and written), to be considered for this position, candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language.
Proven ability to formulate creative ideas and to analyze, evaluate and negotiate details to create a successful event
Strong interpersonal and communication skills
Excellent problem-solving skills
Ability to work well under pressure and meet strict deadlines
Self-reliance and good judgment
Project management experience
Experience in supervising teams and volunteers
Knowledge of budget management policies and practices
Strong organizational skills
Knowledge of computer systems and software such as Windows, word processors, web applications and graphic design software, social media platforms, spreadsheets, databases, presentation software, internet browsers and email

Responsibilities

Plans and designs various on- and off- campus events that engage alumni, raise awareness in the community, build ties between strategic partners and the academic community, and support recruitment, fundraising and research activities.
Discusses with clients, identifies requirements and deadlines, sets budgets, plans and coordinates all the steps required to conduct the event.
Organizes and manages all the logistics surrounding events, such as reservations, rentals, registration and invitations, catering services, equipment installation and set up of spaces.
Supervises the running of these events and remains available to resolve any problems that might arise.
Welcomes guests and acts as University representative and host for each event.
Hires and trains individuals, such as volunteers and caterers, and coordinates and supervises their work.
Manages budgets related to the organization and running of events, while staying within budget limits and complying with related policies, regulations and procedures.
Participates in planning and designing the marketing plans required to conduct events and maximize stakeholder awareness and participation.
Develops performance indicators and monitors performance by conducting consultations and surveys in order to maximize event effectiveness.
Analyzes results and makes improvements to optimize event protocols.
Writes reports, summaries and post-event evaluations to ensure that each event has met its objectives.
Establishes and maintains effective working relationships with suppliers and with internal and external partners to ensure that the events for which the incumbent is responsible run smoothly.