Events And Administrative Coordinator

Description:

Events Coordination:

• Awareness of Schulich School of Engineering events to anticipate deadlines and timelines. Create and maintain Schulich Events calendar
• Deliver on full-cycle events planning, execution and evaluation, including: event briefs, scheduling, assisting with event-specific communications planning, procuring event specific materials and supplies, sourcing the venue, floor plans, emergency plans, coordinating contracts, handling all speaker arrangements, creating checklists, compiling invitation and RSVP lists, proactive changes to plans and procedures, and arranging for food, beverages, audio-visual equipment and other related supplies.
• Collaborate with key business and academic units across campus and the University's external community to build and maintain productive working relationships.
• Evaluate and report on the effectiveness of the event and implement proactive changes to ensure continuous improvement.

Administrative Support:

• Provide a knowledgeable and welcoming presence at the front desk of the Deans Office for 14-21 hours per week.
• Manage multiple inboxes, calendars and room bookings for SSE, responding to inquiries frequently.
• Administrative support for strategic projects including scheduling, generating reports, preparing meeting materials, note-taking, AV/Commedia, catering, and procuring supplies.
• Develop evaluation and tracking procedures that collect results-based data over the long term to enable holistic assessment of the effectiveness of programs and events.
• Schedule student leaders for various activities including tours, calling campaigns and special events.
• Maintain office files for all events and programs in the Community and Social Impact Portfolio.
• Take initiative and suggest ideas for stream-lining or modifying tasks to improve efficiency.

Qualifications / Requirements:

• Post-secondary Degree/Diploma in Office Administration, Business Administration, Arts, or a related field; and a minimum of five years of directly related administrative professional experience, or an equivalent combination of education and experience is required.
• Strong organizational, problem solving and time management skills as demonstrated by 5+ professional experience.
• A minimum of 2 years of previous event planning experience is required.
• A genuine interest in EDIA and community engagement, and a willingness to continually expand knowledge in this area.
• Excellent communication skills, both verbal and written.
• A high degree of flexibility with the ability to anticipate and adapt quickly to changing priorities in an effective manner.
• Demonstrated professionalism, tact, maturity, judgment, and attention to detail with the ability to produce work with a high degree of accuracy.
• Team player with ability to establish positive relationships with students, staff and stakeholders across campus and external to the University.
• Comprehensive computer skills including Microsoft Office, PeopleSoft, Email applications and web-based systems and ability to learn new systems as required.
• Physical stamina including the ability to support event set-up.
• The position requires high energy, flexibility, innovation, and creativity and operates in a team environment with fast-changing priorities and tight deadlines.