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Event Planning Specialist, The Hunter Hub for Entrepreneurial Thinking, VP Research

Job ID: 16128

Updated: August 13, 2018

Location: Main Campus

Position Overview

The Hunter Hub for Entrepreneurial Thinking is currently seeking a Full-time Regular Event Planning Specialist.

The Hunter Hub for Entrepreneurial Thinking was created in 2017 with a $40-million gift from the Hunter Family Foundation as an interdisciplinary nucleus for activities that will support entrepreneurial student experiences, enable faculty to lead in innovation, and expand a growing community of entrepreneurial and innovative thinkers.

The Hunter Hub is seeking an Event Planning Specialist who will report to the Executive Director. The position works closely with the Office of the VPR and University Relations to promote the University of Calgary Hunter Hub’s entrepreneurial initiatives. The Specialist will direct and monitor the overall planning, coordination and implementation of the Hunter Hub for Entrepreneurial Thinking’s events.

 

Position Description

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

  • Project management: Plan, implement, manage and follow-up for all internal and external events from complex and large-scale events to smaller events.  This will also include planning and organizing all pitch competitions and hackathons. 
  • Communicate with, build and maintain positive relationships with speakers, judges, mentors, agents, performers/talent, event service providers, local/regional venues, and promoters.  Interact with the guests/attendees and share upcoming, events, training sessions and workshops.
  • Create and manage events project timelines tracking and regularly reporting on key performance indicators, deadlines and deliverables to the Executive Director and Hub team to ensure timely execution of event preparations.
  • Serve as event project lead; responsibilities include but are not limited to coordination of events including event planning, ordering catering, managing registration, logistics, event contracts, on-site event management, assisting presenters with their A/V requirements, overseeing the budget and collateral as well as assisting with the set-up, tear-down and clean up of Hunter Hub events; including moving tables and chairs.  Be proactive in handling any arising issues and troubleshoot any emerging problems on the event day.
  • Maintain and update event software, databases and shared documents, including facilitating meetings to ensure all team members have visibility into the planning process and status of events.
  • Actively identifying sponsorship and grant opportunities related to the special events.
  • Coordinating with the Hub’s Marketing and Communications team to design social media campaigns to support event marketing through LinkedIn, Twitter, Facebook and Instagram.
  • Responsible for the execution, management and reporting of approved events budgets. Working with the Executive Assistant on budget management and reconciliation.
  • Acting as a primary lead for all event services and requests.  Review space booking requests, confirm/deny, request information for events to relay to the mar/com specialists, facilitate space access and walk-throughs. 
  • Assist in developing new events, and maintaining, organizing and managing existing events from concept to completion.  Identify, create and manage streamlined event processes.  Propose ideas to improve provided services and event quality.
  • Analyze events for effectiveness by identifying, evaluating, and reporting results and ROI to Executive Director and team. 
  • Research and provide recommendations for potential event locations and ideas.
  • Must be able to work in a multi-task, fast-paced environment that will also entail potential early morning, night and weekend work. 
  • Experience with video and still photography is an asset as is competency with graphic design software such as Adobe Creative Suite.
  • Remain current on trends and issues relating to entrepreneurial thinking, innovation, and event management best practices.

Qualifications / Requirements:

  • Bachelor’s degree in business, marketing, communications, hospitality management or related field.
  • 5-7 years events and logistics planning experience for complex and large scale to small events.
  • Attention to detail is imperative with excellent time management skills.
  • Strong organization and project management skills, an ability to work with creative, printing, and other agencies and vendors.
  • Proven organizational skills and multitasking.
  • Proven problem-solving skills and strong work ethics.
  • Excellent written and verbal communication skills.
  • Ability to work well independently on several projects concurrently.
  • Self-motivated, confident and assertive.
  • A demonstrated high energy level and flexibility, a pleasant persona coupled with sound judgment; flexible, discreet and able to maintain confidential information, knowledge of correct protocol for specific situations.
  • Must be able to anticipate event needs, discern work priorities, and meet deadlines with little supervision.
  • Calm under pressure.
  • Ability to work in a small team environment and demonstrate a collaborative teamwork attitude.
  • Experience with software and web-based tools such as Excel, Word, PowerPoint, Outlook, Eventbrite, Slack and others as required.
  • Familiarity with local event management vendors, venues, and services.

Application Deadline:  August 17th, 2018

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 Advisor Job Family, Phase II.

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 ucalgary.ca.

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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