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Event Planner, Conference & Event Management, Ancillary Services

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Job ID: 13134

Updated: July 17, 2017

Location: Main Campus

Position Overview

The Conference and Event Management is currently seeking a Full-time Regular Event Planner.

Reporting to the Manager of Conference and Events, the Event Planner's key role is managing the life cycle of events with private, corporate and campus community groups in all designated event areas on campus under Residence and Ancillary Services. The position operates in a busy office environment with high volumes of guests and internal University contact on a daily basis. It involves providing professional service to the campus community and external guests, therefore communication must be precise, detail oriented and relayed with accuracy to multiple people within the department and other University partners. The position requires a high level of independence regarding planning and managing the volume of work. Stress can be moderate to high due to a high level of complexity with the process and recurring deadlines. During the peak seasons and for important events the incumbent's schedule is subject to change in order to accommodate these demands and necessary attendance at events. Travel may be required.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

Event Clients

  • Act as the main contact for Conference Event Management for facilities rentals on campus
  • Offer insight, advice and options to clients to find best solution outcomes for their meeting or event
  • Provide catering menu information, communicates orders to Food Services and makes adjustments to catering selections leading up to the event dates
  • Qualify the client and inquires as to the nature of the event to ensure all risks have been assessed
  • Update current or creates new client profile including, billing, mailing and departmental information
  • Prepare contracts for clients and ensures all terms of contracts are met and payments are received on time
  • Meet regularly and follows up with Facilities Coordinator and external contractors, such as University Food Services regarding on site requirements and ensures all event details are received in a timely manner
  • Establish and maintains contact with potential and current event clients; acts as a contact for returning clients
  • Maintain accurate client/group files ensuring documentation is filed accordingly and expediently

Customer Service

  • Provide superior customer service when responding to client inquiries in person, on the telephone, through email and fax.
  • is the first point of contact prior to, during events and in the follow up post-event.
  • Enter clients and all event details  into  Ad Astra and Synergy  software systems, receives payments for events groups and guests
  • Prepare correspondence, filing, mail photocopying and other administration support as required


  • Work closely with Hotel partners and Meeting and Special Event  colleagues to ensure all necessary departmental administrative tasks are completed and meeting room set ups and maintenance are complete
  • Work closely with Facilities Coordinator to ensure all event details are confirmed in advance and any changes are relayed expediently
  • Work closely and collaboratively  with University Food Services to ensure they are briefed appropriately regarding all client files where food and beverage is required,
  • Work closely with Hotel departments such as Housekeeping, Front Desk and Sales as required communicating any pertinent information regarding meeting spaces.
  • Work closely with the Facilities Coordinator and Facilities Team Leaders and Event Facilitators  to ensure that required event props, décor and set-up items are ordered, in good condition and in stock
  • Work closely with other event colleagues  to ensure Ad Astra and Synergy software bookings are complete and up-to-date
  • Work closely with Business Operations Assistant to ensure proper handling of deposits and payments

Qualifications / Requirements:

  • University degree or college diploma in a related field is an asset
  • 3-4 years' experience in event planning catering, banquets or administration in the hospitality industry is an asset.  The position requires experience in and strong motivation to work in a high volume, customer service oriented environment
  • Proficiency in Microsoft Office Suite and general knowledge and comfort working with other systems is required
  • Must demonstrate the ability to work effectively in a complex environment and must have excellent communication skills
  • Excellent time management, organizational, verbal and written skills are required
  • Proven customer service skills are required
  • Certified Meeting Planner or other events certification strongly recommended

Application Deadline:  June 21, 2017

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Specialist / AdvisorJob Family, Phase I.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

The University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their professional success while they are here. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.


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