Conferences & Special Events Coordinator

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University Advancement (UA) promotes McGill to its global community and to the public, engaging alumni, volunteers and friends of the University, and building on McGill’s record of fundraising success in support of University priorities.

By joining UA, you can be part of a dynamic and exciting team of professionals that is making an extraordinary impact on the world by advancing the philanthropic and engagement ambitions of McGill University.

To find out more about UA, please visit us at www.mcgill.ca/advancement/ua-careers .

Position Summary

Reporting to the Associate Director of Affinity \& Engagement Services, provides key event-based support services for alumni activities including lectures, receptions, and dinners. Liaises with client to determine requirements and provides registration support for alumni. Coordinates key details to ensure the smooth functioning of these events on-site. Maintains records and tracks participation via registration platforms and databases. Monitors and tracks basic budgetary items. Responds to general alumni queries.

Major Duties and Responsibilities

• Coordinates details and supports events such as lectures, receptions, reunions, targeted/invite-only dinners with university dignitaries.
• Provides support for Alumni Engagement events, UA OVP special events, and other initiatives aimed to cultivate and steward alumni, donors, and friends of the University, in Montreal and around the world. : Alumni Engagement,.
• Coordinates event logistics which includes venue selection, catering, equipment rental including AV, and security services when necessary.
• Prepares event listings in the UA event registration system, assisting both colleagues and alumni with registration questions.
• Prepares material required for events such as; name tags, attendance sheet, registration desk materials, signage and banners, etc.
• Reviews and maintains a list of attendees and vendors. Through the event registration platform, diligently tracks alumni registration and records attendance post event. Enters/tracks volunteer participation. Ensures compliance around data entry, financial processes and procedures
• Performs event registration customer service including responding to attendee’s questions, making registration changes, and providing updates to team members and clients.
• Monitors inbound communications from clients and responding to general queries
• Relays pertinent event details/speaking notes to speakers/moderators/panelists. Uses preset email templates to disseminate e-mail broadcasts and reviews texts/seeks final approval from other project stakeholders.
• Provides on-site event support to ensure the event is running smoothly. Troubleshoots within scope of responsibilities and escalates where needed.
• Maintains proper inventory of supplies prior to and following each event/activity. Suggests improvements/updates where warranted.
• Attends staff meetings discussing event specifications such as scope, format, budget, administrative details, and special requirements, and takes meeting minutes.
• Proposes potential venues, providers, and vendors, viability for future events and builds a personal knowledge base to better serve clients. Ensures venues are accessible.
• Uses the MS Office suite of software applications, as well as database software and a variety of standard office equipment.
• The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks which may be performed by an employee whose position has been matched to this generic job description.

Additional Information

• Testing may be administered
• Must be available to work on-site during events
• Must be available to work occasionally in the evenings or on weekends

Other Qualifying Skills and/or Abilities

• Experience with conference/event coordination.
• Demonstrated organizational skills and proficiency in prioritizing and meeting weekly and monthly deadlines.
• Proven ability to draft, proof read and edit texts or documents using appropriate spelling, grammar and punctuation.
• Client focused and service oriented with a proven ability to work with people at all levels and deal effectively and diplomatically with delicate situations.
• Ability to work autonomously and as part of a team.
• Ability to take initiative.
• Demonstrated ability to multitask with strong attention to detail and demonstrated ability to transmit and receive information accurately.
• Proficiency in a PC environment using word processing software, spreadsheets, database and presentation software and ability to use email as well as Minerva.
• English, spoken and written; French, spoken and written.

As one of Montreal's Top Employers, here is what we offer

• Competitive benefits package (Health, Dental, Life Insurance) *(if eligible)*
• Defined contribution pension plan (with employer contribution up to 10%) *(if eligible)*
• Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
• Competitive vacation policy
• Two (2) personal days
• Two (2) floating holidays
• Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
• Paid time off over the December holiday period
• Tuition waiver for regular employees and their dependents
• Up to two (2) days of remote work per week where the position permits

*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 at the campus where the position is based / located.* *Knowledge of

English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level 3 on a scale of* *0-4.* *For a definition of our language proficiency levels, please click* *here.*

Minimum Education and Experience: DEP - Secretarial Studies 3 Years Related Experience / DEP - Office SystemsHourly Salary: (MUNACA Level F) $29.42 - $36.46Hours per Week: 33.75 (Full time)Supervisor: Associate Director, Engagement OperationsPosition End Date (If applicable): Deadline to Apply: 2026-07-30*McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence,* *accessibilityrequest.hr@mcgill.ca.*