Events Coordinator

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Hiring Unit:
Desautels Faculty of Management

Position Summary:
• Coordination of logistics for events (Career Fair, Meet McGill Toronto, Summer Social, Mentorship events, etc.) Organizes lunches, internal events and student-centered activities as needed. Assists in creating and updating event timelines to track all details for events ensuring deliverables are completed in a timely manner. 
• Liaises with relevant stakeholders to determine requirements and discuss arrangements. Coordinates all arrangements such as locations, setups, cleanliness, post-event cleanup and room resets, audio-visual materials, seating, food and bar service, including alcohol permits, and equipment rentals. Prepares items such as name tags, lists of attendees and agendas. Completes all room booking requests for event and meeting spaces based on Career Services priorities. 
• Liaises with the Marketing Faculty team to ensure branding, documentation and visual components are aligned with the Faculty requirements; as well as for preparation and distribution of promotional merchandise.
• Tracks attendance and maintains records of events including number of attendees, quantity of food and alcohol ordered versus quantities consumed. Verifies, arranges, reviews data and presents to supervisor and clients. 
• Makes travel and hotel arrangements as needed. Prepares travel expense reports for reimbursement of participants. Monitors budgets and reports on expenses. Takes measures to cut costs for events using cost-effective suppliers.
• Attends assigned events to monitor arrangements and ensures smooth execution of planned activities. Liaises with facilities personnel and suppliers of contracted services. Solves problems that arise during events. Liaises with appropriate units regarding security services and safety regulations. 
• Maintains an inventory of materials and supplies appropriate to the activities and events. Places orders to replenish stock. 
• Reports to immediate supervisor as requested with regards to financial elements, profitability, sustainability, and success of events, making suggestions for future activities. 
Other Qualifying Skills and/or Abilities:

High School Diploma, 2 Years Related Experience

Minimum Education and Experience:

High School Diploma 1 Year Related Experience

Hourly Salary:

(AMUSE C) $20.00

Estimated Number of Work Hours per Week:

20 (Part time)

Position Start Date:

2024-04-29

Position End Date:

2024-06-29

Deadline to Apply:

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected] .