Lead Coordinator, Event Management

University of Ottawa•Ottawa, ON

11d•Onsite

About The Position

Student Affairs is at the very heart of the student experience at the University of Ottawa. We recruit the very best future students, support them throughout their university years and leave them well-prepared for fulfilling careers and future studies. Our team of more than 600 dedicated staff provides the services that keep students happy, well and thriving as they pursue their ambitions. We help them apply and enroll for courses, we oversee 11 residences and an award-winning Dining Hall, we organize fun events, we provide extensive recreation program opportunities and varsity sports activities, we run an innovative career development and experiential learning program and much more! There’s nothing more rewarding than helping future generations reach their full potential at a world-class university. With our wide variety of career opportunities and professional development pathways, we’re sure that you’ll enjoy the experience as much as our students do. 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.

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. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.
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, 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.
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 to ensure that they carry out their duties as directed and to the required standard.
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.