Event Specialist, VP Communications & Community Engagement

Description

The Strategic Events Department within the VP Communications & Community Engagement is currently seeking a Full-time Temporary Relief Event Specialist for approximately 6 months.

Reporting to the Director, Strategic Events, the Event Specialist will play a key role in the planning and execution of internal and external events for the university. The events must reflect the energy and accomplishments being realized across 5 campuses while also demonstrating the impact philanthropy has had on our university. Events are an extremely important relationship building and engagement tool and are part of UCalgary's overall development, alumni and community engagement plan. We will dream big, take risks, and prototype ways to demonstrate why we matter and why our community should care.

This role will require the ability to conceptualize and execute novel live experiences (virtual and in-person) that demonstrate impact and support UCalgary's priorities, brand and enhance its reputation. Our ideal candidate has proven experience working on events from concept to execution, as well as strong communication and project management skills. This is a key role managing the full life cycle of major UCalgary events and operates in the busy strategic events office with high volumes of internal and external contact on a daily basis, including coordinating event volunteers and participating staff, faculty, students and alumni. The position requires advanced ability to balance multiple projects simultaneously. During peak event times the Event Specialist's schedule is subject to change in order to accommodate these demands and necessary attendance at events. This is both a strategic and hands on tactical role.

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

• Work with cross-functional teams to deliver events, acting as the project manager and oversee all elements, from project intake and planning to execution and reporting.
• Write and prepare event plans with measurable objectives, established themes, and key messages which align with departmental and institutional priorities.
• Manage the budget and ensure all events remain in scope, on brand, on budget and meet critical timelines.
• Source and negotiate services with vendors (i.e. Entertainment, AV, etc.), ensuring the best quality and value while remaining within budget guidelines.
• Direct staff and volunteer support as required with respect to their involvement in the events.
• Liaise with event venue staff from initial planning stages to event day set-up and take-down.
• Liaise regularly with internal and external community stakeholders, key departments and faculties, vendors and suppliers.
• Oversee design, printing and delivery of printed materials and signage required for events.
• Ensure backup plans are in place for all aspects of the event and have followed all risk management and safety requirements.
• Work with internal clients to determine event logistics such as budget, venue, catering, AV, rentals, collateral, and amenities.
• Prepare event collateral, including invitations, media backgrounders, speeches and marketing materials.
• Develop invitation lists and coordinate invitation/rsvp processes.
• Provide detailed reporting of events and conduct analyses which include evaluations, key learning points, and recommendations for future enhancements.
• Ensure feedback processes (i.e. post-event surveys) are part of the plan and results considered for future planning are included in the event debrief.
• Actively work on strategies to promote community engagement, problem solving and following through as appropriate to ensure positive outcomes for all stakeholders.
• Foster a service-oriented approach.
• Develop, maintain and model positive working relationships with students, faculty and staff to ensure event success.
• Enhance relationships with existing stakeholders and develop new stakeholder relationships within the community.
• Leverage existing relationships and identify co-branding and partnership opportunities.
• Liaise with involved parties regarding event sponsorship (i.e. seeking new sponsors and managing existing sponsorship relationships).
• Develop collegial, positive, high trust working relationships with other team members to create effective, high-quality results.
• Develop and manage the budgets for internal and external events, and oversee expenditures.
• Work with the Director, Strategic Events to articulate spending priorities, monitor adherence to budget commitments, and investigate discrepancies.
• Prepare and analyze reports on events and provide regular updates to the Director, Strategic Events.

Qualifications / Requirements:

• Related post-secondary certificate, diploma or degree in event management is required.
• Minimum 5 years directly related experience in major event management (external reputational impact events, e.g. Chancellor's Convocation Dinner), preferable in a fundraising, sponsorship, community engagement and/or post-secondary setting.
• Experience in planning virtual events using various digital event platforms is an asset.
• Strong computer skills including Word, database management, Excel and internet are required to produce plans, reports and to conduct research.
• Excellent customer service and relationship building skills; experience working with both internal and external clients, donors, volunteers, alumni and students.
• Ability to balance multiple projects simultaneously, time and fiscal management, creativity, and attention to detail are required.
• Experience in creating event briefs/debriefs, writing scripts, building run of shows, leading tech rehearsals and has managed event day production and pre-produced projects.
• Team player with strong interpersonal skills and the ability to direct and influence the work of others for project execution.
• Experience working collaboratively in decision-making processes.
• Knowledge of the principles and techniques of marketing, communications and media relations.
• Dynamic self-starter who can operate in a fast-paced environment.
• Experience in, and strong motivation to work in a high volume, stakeholder-oriented environment.
• Excellent organizational, verbal and written skills are required.

Application Deadline:  September 27, 2024.

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.

This position is part of the AUPE bargaining unit, and falls under the Specialist / Advisor Job Family, Phase 3.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website. 

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, 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 academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role. 

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.