Conference and Special Events Coordinator

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Under the direction of his or her immediate supervisor, the incumbent coordinates and organizes events (conferences, seminars, workshops, and meetings). This person organizes, allocates, and controls the work of others, while also participating in their training. She or he communicates with the client to understand their needs, coordinates all aspects of the events, and ensures their smooth running. Additionally, she or he maintains records and follows up and manages administrative funds or profit and loss accounts.

Key Responsibilities

• Coordinate and supervise the in-person program reception services of the McGill University Institute for Continuing Education (ICE).
• Provide exceptional customer service to all ICE participants.
• Collaborate with caterers and vendors in organizing the logistics surrounding reception and programs.
• Coordinate meal schedules, coffee breaks, cocktail hours, etc.
• Submit caterer and vendor invoices for processing and maintain a record of costs.
• Maintain an inventory of kitchen supplies, beverages, snacks, and reception materials.
• Inquire about special dietary requirements and allergies of participants and ensure meals are adapted accordingly.
• Coordinate and supervise the daily activities of the temporary reception team.
• Plan the schedule of the temporary reception team.
• Prepare evaluations and summaries of feedback on the quality of reception to promote continuous service improvement.
• Ensure building access cards are programmed and access permissions are granted to open doors.
• Manage the office key ring and supervise their distribution and tracking.
• Maintain an inventory of program supplies.
• Reconcile card operations.
• Request and coordinate alcohol sales permits for approved receptions and events.
• Provide reception coverage, including welcoming visitors and answering phone calls.
• Troubleshoot common audiovisual and technical issues in classrooms and coordinate intervention by a technician as needed.
• Participate in special projects to ensure the smooth operation of the service, as needed.
• Participate in ad-hoc team projects and provide multidisciplinary operational support as required.
• Maintain a full-time on-site presence to ensure the smooth daily running of programs and respond to the needs of participants.
• Work according to a normal schedule of 8 a.m. to 4 p.m., and demonstrate flexibility to work occasionally later when receptions, activities, or program-related events are held in the evening.

This list of tasks and responsibilities is representative, but does not constitute a complete and detailed list of tasks that may be performed by an employee whose position corresponds to this generic description.

Additional Skills or Abilities Required

Excellent organizational skills. Proven ability to handle multiple tasks, set priorities, and meet deadlines. Strong attention to detail. Proven skills in clearly transmitting and receiving information. Concern for providing quality service and ability to work with staff, regardless of their level. Ease of working both autonomously and in a team. Proven skills for working in a computer environment, using word processing, spreadsheets, web navigation, emails, Banner, and Minerva. Proficiency in both French and English, both spoken and written.

As one of the best employers in Montreal, here’s what we offer:

• A competitive package of social benefits (health insurance, dental insurance, life insurance) (subject to eligibility)
• A defined contribution pension plan (with an employer contribution of up to 10%) (subject to eligibility)
• A registered retirement savings plan (RRSP) and a tax-free savings account (TFSA)
• A competitive paid leave policy
• Two (2) days of personal leave
• Two (2) floating holidays
• Nine (9) summer Fridays – paid days off between St. Jean Baptiste Day and Labour Day
• Paid leave during the end-of-year holiday period
• Tuition fee exemption for permanent employees and their dependents
• Up to two (2) days of telework per week when the position allows

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec, on the campus where the position is based/located.

English Proficiency: McGill University is an anglophone university where daily tasks may require communicating in English, both orally and in writing. The English proficiency level required for this position has been assessed at level 4 (qualified) on a scale of 0 to 4.

To learn about the definition of our language proficiency levels, please click here.

Minimum Required Education and Experience: DEP – Secretarial Studies 3 Years Relevant Experience / DEP – Office Systems

Hourly Wage: (AAPNEUM Level F) $29.42 – $36.46

Hours per Week: 33.75 (Full-time)

Supervisor: Program Supervisor

End Date of Employment (if applicable): Application Deadline: ... McGill recruits on the basis of merit and has firmly committed to promoting and establishing equity and diversity within its community. We welcome applications from visible minorities, women, Indigenous peoples, people with disabilities, ethnic minorities, people of all sexual orientations and gender identities, and anyone with the skills and knowledge to work collaboratively with diverse communities. McGill University has an employment equity program and invites members of targeted groups to indicate their membership in their application package. People with disabilities who may require accommodations at any stage of the application process are invited to communicate in complete confidentiality, accessibilityrequest.hr@mcgill.ca.