Event Officer

Job title: Event Officer

Job description: Please refer to the job aid for instructions on how to apply.If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar).Position Summary:
Reporting to the Director, Planning and Operations, in the Office of the Provost and Executive Vice-President (Academic), the Event Officer is responsible for the planning and execution of an international scale 3-day event in October 2024 (World Cultural Council Award and Lecture 2024) Responsible for sustainable event planning, vendor management, logistics, budgets, and client collaboration to ensure the success of the event. Updates website, ensures registration site is functional, and prepare and oversee logistics (AV, projectors, lighting, etc. before and during the event).Primary Responsibilities:

• Operationalize the Event Concept and Plan: Collaborate closely with internal or external clients to implement the existing concept and plan. Gather information related to the event, including guest numbers, purpose, and preferences for venues, food, and décor. Develop detailed order of proceedings for each of the three days based on client requirements.
• Social Media and Communications: Collaborate with supporting units to ensure essential documentation is prepared and assist with document creation as needed (e.g. Order of Proceedings, briefing packages, and speaking notes); collaborate with supporting units and Central Communications on a social media strategy; ensure accuracy and consistency with event branding; ensure maintenance of event website and assist with the preparation of website copy.
• Select Event Elements and Vendors: Work with the team to select event elements. Manage internal preferred vendors, providing necessary information to support bids and financial planning.
• Facilitate Contracts: Connect with vendors and clients for various services and products related to the event, gather cost-effective solutions, and propose options to the Director, Planning and Operations.
• Event management: Independently manage events, lead the implementation and execution of anchor events, ensure recognition. Oversee logistics before and during the event, including transportation, lodging, venue preparation, and technical space setup (i.e. equipment such as: podiums, microphones, speakers, interpretation equipment, Projectors, Screens, web streaming equipment and hosting service, Laptop, Lighting, etc.). Ensure all elements are managed seamlessly for a successful event. Manage invitation lists and processes; manage RSVPs and registrations; communicate directly with attendees (e.g. advance and welcoming communications; updates and reminders about the schedule, troubleshooting issues, etc.)
• Maintain Event Budgets: Develop overall and category-specific budgets in collaboration with clients. Monitor expenses and ensure adherence to budgetary constraints throughout the planning and execution phases.
• Oversight of activities before and during the event: Be on site for the 3-day event and provide oversight for the proper delivery of goods and services from contractors and service providers. Raise any issues with the Director, Planning and Operations.
• Collaborate with Clients Before and During Events: Serve as a liaison and primary point of contact between McGill University, our partner, external entities and guests. Address questions and resolve issues promptly to ensure a smooth event experience. Be present on-site during the event to oversee operations and handle any client concerns.

Other Qualifying Skills and/or Abilities

• Proven experience in event planning and project management.
• Demonstrated communication skills (excellent command in spoken and written English, proficiency in spoken and written French an asset).
• Strong vendor relationship management.
• Excellent logistical planning and decision-making abilities.
• Proficiency in budget management and financial reporting.
• Knowledge of McGill’s Procurement services and webtools
• Knowledge of McGill’s sustainability objectives
• Ability to work effectively in a fast-paced, deadline-driven environment.
• Detail-oriented with a keen eye for quality and customer satisfaction.

“Knowledge of French and 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.”Minimum Education and Experience: Bachelor’s Degree 3 Years Related Experience /Annual Salary: (MPEX Grade 04) $62,550.00 – $78,190.00 – $93,830.00Hours per Week: 20 (Part time)Supervisor: Director Planning and OperationsPosition End Date (If applicable): 2024-11-01Deadline to Apply: 2024-03-27McGill 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, .

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