Events and Logistics Assistant - Vancouver, Canada - The University of British Columbia

Description

Job Summary

The Events and Logistics Assistant is a pivotal administrative position responsible for organizing, and coordinating a variety of events aimed at advancing the Faculty's strategic objectives and fostering professional development opportunities. Working closely with internal departments, faculty, staff, and external partners, you will ensure the seamless execution of events that enhance institutional visibility, promote academic excellence, and cultivate relationships with key stakeholders. This role entails coordinating event logistics to ensure the seamless delivery of services that fulfill the requirements of diverse clients. This involves handling space and user agreements, coordinating catering and audiovisual needs, handling invoicing, and maintaining clear, concise, and timely communication throughout the process. Exceptional customer service is paramount to ensure that both internal and external clients receive an exceptional and memorable event experience. Some events may require evening and weekend hours. This role will additionally serve as administrative support for the Associate Deans and provide backup coverage for the reception area within the Dean's Office.

Organizational Status
The Events and Logistics Assistant reports to the Senior Manager of Administration for the Dean's Office in the Faculty of Applied Science.

The Events and Logistics Assistant has a close working relationship and interacts regularly with various departments, staff, faculty, guests, on-campus and off-campus resources/services departments, administrators of Faculties, Schools and Departments, and outside suppliers of goods and services.

Work Performed

Event Coordination (70%)

· Leads the arrangement and coordination of all logistical aspects of events, including venue selection, monitoring contract terms, catering arrangements, equipment rentals, and transportation logistics.

· Builds and maintains positive relationships with stakeholders which includes collating the information on their needs on room and equipment and provide recommendations of appropriate mix of faculties and services

· Create detailed event calendar schedules, coordinating with internal stakeholders and external partners to ensure all aspects of the event are executed smoothly and on time.

· Responsible for timely and accurate deposit and payment processing, invoicing, contract receipt, and collection of outstanding accounts receivable.

· Liaises with vendors, contractors, and service providers to secure necessary services and support for events, monitoring contract terms, and maintaining vendor relationships to ensure quality and value.

· Collaborates with the marketing and communications team to support event promotion efforts, including creating promotional materials, implementing social media campaigns, and coordinating media outreach.

· Oversees event registration processes and attendee communications; provides support to ensure a positive experience for all participants, including VIP guests and speakers.

· Recognize possible challenges associated with events and creating backup plans to mitigate them, ensuring compliance with safety regulations and institutional policies.

· Coordinates post-event evaluation process to assess the success of events, gathers feedback from participants, and generates reports analyzing event outcomes and effectiveness.

Executive Administrative Support (30%)

· Coordinates travel arrangements including airline, accommodation, ground transportation, itineraries, agendas, meetings etc.; prepares complex reimbursement of travel expenses incurred by the Dean/Associate Deans

· Under the direction of the Senior Manager, oversees the administration of the Associate Deans portfolios and works with the Scheduling & Logistics Assistant.

· Prepares communications for the Associate Deans by drafting various types of documents on behalf of the ADs, including confidential correspondence, notes, documents relating to grants and awards, presentations and reports based on brief oral instructions or notes. Tracking action items as required.

o Proofreading and copy-editing materials.

o Using judgment, discretion and tact in responding to all oral and written communications, using extensive knowledge of the organization and operations of the University and the Faculty of Applied Science.

o Taking accurate meeting minutes and disseminating on behalf of the Ads.

o Collecting and compiling relevant documents for review by the ADs in preparation for meetings.

· Participates in Dean's Office admin staff vacation and leave coverage support as required including reception and executive assistance.

· Performs other duties as required.

Consequence of Error/Judgement

The incumbent is expected to exercise judgement and initiative in the handling matters of both a routine and non-routine nature requiring the interpretation of University and Faculty policies, procedures and guidelines. Works with conflicting demands and exercises judgement in establishing priorities and carrying work through to completion in a timely manner. Discretion in dealing with confidential and sensitive matters is essential. Must be able to exercise judgement and initiative in dealing with administrative matters where there are no established policies, procedures or guidelines.

Supervision Received

Reports to the Senior Manager of Administration. Works independently and in accordance with procedures and generally accepted event management standards. Work is assessed for the attainment of objectives.

Supervision Given

May provide advice to the Scheduling and Logistics Assistant.

Minimum Qualifications
High School graduation, plus a two year post-secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one's own

Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

· Bachelor's degree preferred

· Experience working in customer services, relationship management, and event management.

· Proficiency in customer experience software, such as Qualtrics, is preferred.

· Familiarity with university operations, academic structures, and institutional policies is advantageous.

· Demonstrated ability to perform effectively under pressure and manage multiple tasks concurrently.

· Exceptional attention to detail and a commitment to follow-up procedures.

· Proven track record of collaborative and adaptable work practices, with a strong inclination towards teamwork.

· Possession of analytical, problem-solving, and conflict resolution skills.

· Ability to compose correspondence, reports, presentations, and other written materials using clear concise business English

· Ability to obtain and disseminate information effectively and tactfully with individuals from all levels of the University and the external community.

· Demonstrated experience working as a member of a team, working in a collaborative manner and supporting colleagues to achieve shared results and complete shared tasks.

· Ability to work in a service-oriented manner providing service to internal and external clients.