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Event Specialist, Strategic Events, Office of Advancement

Job ID: 21758

Updated: November 18, 2020

Location: Main Campus

Position Overview

This opportunity is currently available for internal applicants only as THERE IS A STRONG INTERNAL CANDIDATE FOR THIS POSITION.

The Department of Strategic Events within the Office of Advancement is currently seeking a Full-time Regular Event Specialist. 

Reporting to the Director, 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. The Event Specialist is responsible for planning, managing and implementing all aspects of events that support UCalgary's priorities and enhance its reputation. This includes developing event plans and goals, managing event budgets, developing event marketing strategies, coordinating invitation lists, managing event registrations, selecting and managing suppliers and contract employees, providing event direction to staff and volunteers, as well as producing and analyzing post event reports. In light of the nature of the work and the significant value of these events, strong event planning and project management skills are required. The pace is intense, the workload demanding, and the position at times demands irregular work hours.

Position Description

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

EVENT MANAGEMENT

  • Manage the overall planning, coordination and implementation of internal and external events
  • Write and prepare event plans with measurable objectives, established themes, and key messages which align with departmental and institutional priorities
  • 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
  • Work with internal clients to determine event logistics such as budget, venue, catering, 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
  • Develop, maintain and model positive working relationships with faculty, staff and students
  • Actively work on strategies to promote community engagement, problem solving and following through as appropriate to ensure positive outcomes for all stakeholders
  • Develop collegial, positive, high trust working relationships with other team members and all work effectively as a team
  • Foster a service-oriented approach

STAKEHOLDER RELATIONS

  • 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 and work effectively as a team

FINANCIALS AND REPORTING

  • Develop and manage the budgets for internal and external events, and oversee expenditures
  • Work with the Director, 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, Events

Qualifications / Requirements:

  • Undergraduate Degree in communications, business, or related field, or equivalent experience
  • Minimum 5 years experience managing successful events
  • Time and fiscal management, creativity, and attention to detail are required
  • Ability to direct and influence the work of others for project execution
  • Excellent interpersonal communication, writing and relationship management skills
  • Demonstrated analytical and project management skills
  • Strong computer skills including word, database management, excel and internet are required to produce plans, reports and to conduct research
  • Ability to work independently with minimal supervision and as part of a team
  • Ability to perform multiple tasks in a complex, fast-paced, team environment
  • Ability to work evenings and weekends as required; must be flexible
  • Knowledge of the principles and techniques of marketing, communications and media relations 

Application Deadline:  November 25, 2020

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 III.

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 has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High, 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.

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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