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

University of British Columbia

Verified Company

Vancouver, Canada

2 weeks ago

Posted by:

Sophia Lee

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Description

Staff - Union

Job Category

CUPE 2950

Job Profile

CUPE 2950 Salaried - Administrative Support 4 (Gr7)

Job Title

Events and Logistics Assistant

Department

Dean's Office Administration | Special Projects and Administration | Dean's Office | Faculty of Applied Science

Compensation Range

$4, $4,827.00 CAD Monthly

Posting End Date

April 26, 2024

Note:
Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students.

Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

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 logístical 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 postevent 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 materia