Lead Coordinator, Event Management

University of Ottawa•Ottawa, ON

2d•CA$72,437 - CA$91,502•Onsite

About The Position

The Lead Coordinator, Event Management is responsible for planning, managing, and promoting 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. This role is a replacement of a temporary position and is an employee type of role with an anticipated duration of 12 months. The position is within the Student Affairs, Client Relations, Reservations & Conventions department on the Main Campus.

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), with a minimum proficiency level of Low Advanced in both oral comprehension and reading comprehension in the 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.
Proficiency in Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
Proficiency in Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
Proficiency in Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Proficiency in Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

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. This includes discussing with clients, identifying requirements and deadlines, setting budgets, and planning all necessary steps.
Organizes and manages all event logistics, including reservations, rentals, registration, invitations, catering, equipment installation, and space setup. Supervises event execution and resolves any arising problems. Acts as a University representative and host.
Hires and trains individuals, such as volunteers and caterers, and coordinates and supervises their work to ensure duties are carried out to the required standard.
Manages event-related budgets, ensuring compliance with budget limits, policies, regulations, and procedures.
Participates in the planning and design of marketing plans to maximize stakeholder awareness and participation for events.
Develops performance indicators, monitors performance through consultations and surveys, analyzes results, and makes improvements to optimize event protocols. Writes reports, summaries, and post-event evaluations.
Establishes and maintains effective working relationships with suppliers and internal/external partners to ensure smooth event execution.