Conference and Event Coordinator

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Position Summary:
Under the direction of the immediate supervisor, organizes details of events such as conferences, seminars, workshops, and reunions. Organizes, distributes and verifies the work of others and participates in their training. Liaises with client to determine requirements. Coordinates all arrangements and ensures the smooth functioning of these events. Maintains records. Monitors and administers operating fund or accounts.
Major Duties and Responsibilities:

- Organizes details of events such as conferences, seminars, workshops, receptions and reunions. Organizes, distributes and verifies the work of others, and participates in their training.

- Liaises with client to determine requirements and discuss arrangements. Coordinates all arrangements such as locations, room bookings, setups, cleanliness, staffing, seating, food and bar service and equipment rentals. Prepares items such as name tags, lists of attendees and agendas.
- Maintains records concerning eligible or potential attendees. Obtains lists and other data. Verifies, arranges, and reviews data. Types, proofreads, edits, assembles and disseminates mailings. Coordinates typesetting, printing, and mass mailings.
- Liaises with speakers. Makes travel and hotel arrangements. Prepares travel expense reports for reimbursement of speakers. Receives papers to be presented. Ensures they are edited and submitted to appropriate publication.
- Attends events to monitor arrangements and ensures smooth functioning of all 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.

- Makes recommendations to supervisor concerning new contracts or renewals with suppliers of contracted services. Monitors operation of services according to agreements. Verifies accuracy of commissions.
- Maintains an inventory of materials and supplies appropriate to the activities of the unit. Places orders to replenish stock.
 

The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks which may be performed by an employee whose position has been matched to this generic job description.
Other Qualifying Skills and/or Abilities:
Excellent organizational skills. Proven ability to multi-task, prioritize, and meet deadlines. Strong attention to detail. Demonstrated ability to clearly transmit and receive information. Must be client-focused and service-oriented, and able to work with all levels of staff. Ability to work autonomously and as part of a team. Demonstrated ability to work in a PC environment using word processing, spreadsheets, databases, web navigation, email, Banner, and Minerva. English and French, spoken and written.

Minimum Education and Experience:

DEP - Office Systems 3 Years Related Experience / DEP - Secretarial Studies

Hourly Salary:

(MUNACA Level 09B) $22.81 - $31.45

Hours per Week:

33.75 (Full time)

Supervisor:

Program Manager

Position End Date (If applicable):

Deadline to Apply:

2022-06-30

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] .