Events Coordinator

**Posting number:** 202600106

**Department:** President's Office

**Division:** Special Events

**Job classification:** Events Coordinator

**Posting type:** Open

**Categories:** Public Relations, Management, Customer Service, Higher Education, Communications, Hospitality and Tourism

Summary
-------

**DESCRIPTION:**
The Day-of Events Coordinator and Assistant to the Campus Event and Conference Manager is a vital member of the campus events team, responsible for supporting the planning, coordination, and execution of campus events and conferences. This individual plays a key role in ensuring the success of events by providing on-the-ground support, maintaining strong communication with clients and internal departments, and assisting with administrative and operational duties.

**OUTCOMES:**
Schedule of activities remains accurate so overlap does not occur.  Create positive public relations with all constituents.

Examples of duties
------------------

Event Coordination & Execution 30%

* Provide on-site coordination and support for day-of logistics during campus and external events.
* Assist with the execution of anchor events and high-profile campus functions.
* Serve as a point of contact for clients and guests during events to ensure a seamless experience.
* Conduct client site tours downtown and assist in pre-event planning meetings.
* Work with internal campus partners on coordination of their events.

Administrative & Client Services 30%

* Support the Campus Event and Conference Manager in managing client communications, contracts, housing assignments, and event details.
* Assist in preparing and processing event-related billing, invoicing, and payments.
* Learn and operate event management software systems to input, update, and approve internal and external event requests.
* Maintain accurate event records and client files.
* Alcohol procurement, ensure proper COI on file, and bartending services have been contracted

Collaboration & Communication 20%

* Liaise with multiple campus departments including Facilities, Public Safety, IT, and Media Services to coordinate logistics and services for events.
* Communicate with external clients, internal students, YCP faculty/staff to ensure seamless execution of events.

Summer Programs & Housing Support 20%

* Assist in coordinating logistics and housing arrangements for outside groups during summer conferences.
* Provide support in onboarding summer program clients and managing accommodations.

Qualifications
--------------

* Associate’s or Bachelor's degree or equivalent experience in Event Management, Hospitality, Communications, or a related field.
* 1 Year experience in event coordination, hospitality, or customer service preferred.
* Experience and knowledge of 25Live scheduling software or similar enterprise scheduling software.

Supplemental information
------------------------

* Proficiency in using event management or scheduling software (e.g., EMS, 25Live, or similar).
* Strong organizational skills with keen attention to detail.
* Excellent interpersonal, written, and verbal communication skills.
* Ability to multitask and remain calm under pressure in a fast-paced environment.
* Availability to work evenings and weekends as needed.
* Familiarity with campus event planning or educational institution settings.
* Experience in coordinating with catering and facilities teams.
* Prior experience with billing systems and client payment processes.
* Excellent customer service skills.
* Ability to work independently and with others to as a team to carry out an event successfully.
* Exercise good judgement, discretion and decision-making skills.
* Ability to deal consistently with students, alumni, faculty, administrators, and community leaders alike with courtesy, professionalism and confidentiality.
* Ability to identify and assess safety issues to reduce liability risk to the college.