Events Coordinator - Kitchener, Canada - Conestoga College

Conestoga College

Verified Company

Kitchener, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Requisition Details

Job Title:

Events Coordinator

Requisition #:

23-551R2

Campus:

Doon

Department:

Welcome Centre

Payband:

H

Starting Rate:

$33.38

Payband Range:

$ $38.75

Hours/Week:

35

Posting Date:

Tuesday, June 13, 2023

Closing Date:

Tuesday, June 27, 2023 at 11:59 PM EST

Vacancy Type:

Support Staff - Full-time Temporary Appendix D Contract

Support Staff Full-time Appendix D Contract Replacement Position (Immediate - July 19, 2024)

(First consideration for Support Staff and Academic positions will be given to internal applicants in accordance with the respective Collective Agreements)

Reporting to the Manager, Convocation & Welcome Centre, this position assists with the planning and coordination of convocation ceremonies and specific college events (virtual and in-person).

Interacting with numerous departments across the college and with local vendors, the Convocation & Events Coordinator plans and stages these high-profile events serving a variety of stakeholders, current and prospective students, faculty, staff, volunteers, and college senior administration.

Responsibilities:

Providing detailed instruction, in preparation for convocation ceremonies, to all internal and external service providers and vendors to ensure contracts are accurately prepared and executed
Assisting with logistics planning for ceremonies, receptions, and Welcome Centre events such as: venue set up, wayfinding, working with event staff, including volunteers, vendors, internal facility management and audiovisual staff to ensure events run effectively while adhering to best practices
Ensuring all guests, students, and internal clients are hosted with care throughout the ceremonies, delivering a positive experience and impression
Coordinating last minute changes to the event flow, speakers, award winners, venue, catering and communicating these changes directly to those impacted, and troubleshooting unforeseen issues
Planning and executing eventrelated tasks, ordering and printing materials, creating signage, ordering volunteer tshirts, printing and framing of awards, ordering President's Honour List pens, arranging graduate and guest's accommodations, printing scripts, ordering and distributing gowns and academic regalia for graduates, faculty and senior administration, coordinating the lategraduate process, flowers, laptops, banners, slide show, readers, signage, receptions, photography, approval of stage set up, and event flow
Building and maintaining relationships with all schools, departments and services involved with participation/planning of convocation
Creating eventspecific floor plans for various function spaces
Participating in the Registration and Orientation, and Volunteer subcommittee groups, the Convocation Committee for event planning purposes, employee event planning committees, and all Marketing and Recruitment events
Assisting with compiling convocation information and coordinating web content updates
Compiling and editing program copies from multiple college stakeholders to ensure the accuracy of ceremonial program information; writing, editing, and proofreading ceremony scripts
Recruiting, training and scheduling volunteers and casual parttime staff to assist with registration and orientation events
Coordinating all aspects of the logistics of startup activities, including space, AV/IT equipment, catering and event supplies
Ensuring that all Campus/Welcome Center Coordinators, The Office of the Registrar and International Education are well informed of the schedule of events and uptodate information
Ensuring that all Welcome Centre events are listed on the college's event calendar and electronic sign boards
Editing and proofreading Welcome Centre advertising material

Qualifications:

Twoyear Diploma in Business Administration, Marketing, Public Relations, or related field
Minimum five years of related event planning experience
Prior experience facilitating information sessions required
Formal education or equivalent experience in Event Management would be an asset
Knowledge of postsecondary systems, processes and programs would be an asset
Experience using event planning software would be an asset
Proven Microsoft Office skills
Selfstarter with strong organizational skills and high attention to detail
Exceptional verbal and written communication skills
Excellent interpersonal skills with the ability to communicate professionally, and diplomatically
Demonstrated, above average writing, proofreading, and editing skills
Demonstrated initiative and problemsolving ability
Adaptable, flexible, calm, and focused team player with the ability to multitask and move projects along and meet deadlines
Flexibility to work evenings and weekends

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