Events Advisor, Haskayne School of Business - Calgary, Canada - The University of Calgary

The University of Calgary

Verified Company

Calgary, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Position Overview
The
Haskayne School of Business is currently seeking a Full-time Temporary Relief
Events Advisor for approximately 10 months.

The Event Advisor is part of a dynamic team of event professionals, and the role requires a high level of customer service, a well-developed understanding of the events cycle and logistic requirements, and the ability to set their own priorities and deadlines.

The Events Advisor will have access to highly sensitive and confidential information.

There is a high volume of work with peak times and high stress factors driven by partner deadlines and priorities as well as the academic calendar.

Regular work hours are Monday to Friday 8:30 a.m.

4:30 p.m., however, due to the nature of events, the position can often require irregular work hours including early morning, evening or weekends.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

Event Design and Execution:

Works independently within a team environment to concurrently manage multiple events
Has a thorough understanding of Haskayne's vision and mission to provide expertise on event delivery to meet strategic objectives
Works with Haskayne partners to design, coordinate and execute logistics for faculty events which may include budget support, venue selection, policy reviews, equipment management, supplier engagement, event design, event invitation distribution, attendance tracking, providing onsite logístical support and postevent debriefs
Works with internal marketing and communications teams to ensure events are designed and promoted collaboratively within the established project request process
Creates, updates and distributes eventrelated documents while adhering to project management best practices
Recommends and executes sustainable events in alignment with team guidelines and University of Calgary goals
Proposes innovative approaches to events that may influence best practices, save time and/or money and create more effective procedures
Liaises and maintains positive relationships with external suppliers and with internal groups, suppliers and stakeholders
Maintains an archive of statistics and event information on which to base future decisions and budgeting
Provides advice to internal partners on how to use events to successfully achieve strategic objectives
Maintains awareness and knowledge of relevant University of Calgary policies with specific regard to events (e.g. alcohol, social events, special events, fire code, gifts, etc.)

Administration:

Maintains and distributes the Haskayne event production calendar on a regular schedule
Maintains the Haskayne events equipment calendar
Books requests for the Mathison Hall Event Centre in Ad Astra
Books set/strike teams for events in Mathison and Scurfield Halls and ensures the invoice is coded to the appropriate area
Holds and reconciles the team credit card
Helps to steward contracts through the supply chain signing process
Manages the event set/strike matrix

Stakeholder Relations:

Develops and maintains positive working relationships with internal/external partners, students, faculty and staff to ensure event success and the positive reputation of the school
Develop and maintain positive, hightrust relationships with other team members and actively participate to ensure the success of the team

Technology:

Learns and maintains skills to successfully use event management software (e.g. Ad Astra, Qualtrics) for the benefit of the school and in support of institutional goals
Is comfortable with setting up and hosting Zoom webinars, speaker dry runs and meetings
Working knowledge of the Microsoft suite (e.g. Word, Excel, Outlook, PPT)

Student Club Event Processes:

Attends student club event planning meetings as needed and provides templates and logístical advice to student club event planning teams in relation to best practices and policies, budgets, event plans etc.
Works with the Haskayne Student Success team to provide logistics approval for student club events as part of the Haskayne/Students' Union clubs processes
Becomes familiar with the student club process through the Students' Union

Qualifications / Requirements:

Minimum two years of recent eventrelated experience is required (within the last three years)
Completion of an undergraduate degree, certificate or diploma in event management, business, strategic management or project management is an asset
Previous experience working in a postsecondary environment is an asset
Knowledge of Destiny One, Qualtrics and/or Ad Astra is an asset
Exercising leadership and good judgment in a changeable environment is required
Observing ethical principles in keeping with the University's mission and values and in accordance with other professional standards as well as Freedom of Information and Protection of Privacy (FOIP) legislation is required
Ability to w