Special Events Coordinator

Queen's University - Kingston, ON (30+ days ago)

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About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

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Job Summary
Queen's Event Services, a department of Student Affairs, offers a full spectrum of professional event management services on campus. Our revenue and services support vital student life programs and contribute to the University's learning environment. Our professional management services provide a wide range of event management services including, but not limited to, venue or meeting space rentals, food & beverage services and accommodation options in residences.

Working under the supervision and direction of the Manager of Sales & Marketing and with direction from the Manager of Operations, the Special Events Coordinator will support the planning, coordination and execution of Weddings and Special Events on campus. The incumbent will liaise with a wide range of internal and external clients, including faculty, staff, students, donors, corporate guests, conference planners and high profile campus guests. The role includes event management, coordination and monitoring of partner services on campus, the development of client proposals, distribution of information and the coordination of services provided by internal and external partners. The Special Events Coordinator will provide on-site event management to ensure client satisfaction.
The schedule for this position requires the incumbent to work variable hours, including evenings and weekends particularly during Wedding operations.

Job Description

  • Act as a primary contact for clients and service providers. Respond to client inquiries for Special Events. Provide information, feedback, support, and/or redirect questions and follow up. Provide suggestions of venues, menus and available campus services.
  • Provide event support which includes, but not limited to: drafting layouts, proposing event sequences, coordinating set up details and access for all service partners.
  • Develop client proposals to include estimated costs for services.
  • Lead or attend client meetings and site visits as required.
  • Book and confirm all required services including, but not limited to: spaces, accommodation, technical equipment/support, Food & Beverage. Develop and maintain strong working relationships with service providers.
  • Update details in software systems (EBMS, Catertrax, Optimum Settings, Five Star Maestro) as required by the event and distribute to service partners
  • Distribute event information to departments and clients, communicating any changes on a regular basis; ensure correct distribution.
  • Direct internal and external partners in service delivery, troubleshoot and liaise with client/service suppliers during event.
  • Maintain client information and confidentiality including financial data.
  • Attend and manage all major on-campus events as required; liaise and communicate appropriately with a range of on campus guests during events.
  • Monitor event files, prepare invoices and follow up on required payments/invoicing and sales reconciliation.
  • Provide work direction and technical/functional guidance to casual staff. Schedule and assign work, and oversees it completion.
  • Review assignments and provide feedback on work to casual staff. Provide input on work performance to management staff.
  • Provide orientation and on-the-job training to casual staff in the unit, as well as campus service partners. Provide coaching and feedback on work quality issues, providing related day-to-day supervision.
  • Maintain and grow the Special Events market segment within the Event Services. Create marketing and product redesign opportunities to expand market segment within Queen’s.
  • Understand the special events market competition and service; expand revenue through ongoing sales lead activity.
  • Attend as required, exhibits/trade shows and sales call activity.
  • Creates a climate where collaboration and teamwork among diverse people and groups is the norm.
  • Respects diversity and promotes inclusion in the workplace.
  • Undertake other duties as assigned.
  • Three-year post-secondary program in Hospitality or Business Administration with a minimum of 3 years of experience in the hospitality and/or event management industry.
  • Previous experience working in a customer service environment.
  • Valid Province of Ontario Class G driver’s license required.
  • Satisfactory Criminal Records Check and Vulnerable Sector Screening required.
  • Knowledge of Queen’s University building locations, facilities etc. would be an asset.
  • Consideration may be given to an equivalent combination of education and experience.
  • Ability to foster positive working relationships with all stakeholders involved and inspire a culture of teamwork and excellence.
  • Excellent organizational and time management skills to prioritize work in a busy, stressful environment and maintain focus under pressure with the ability to multi task.
  • Excellent interpersonal skills and communication skills, both verbal and written
  • Strong sales skills and understanding of marketing principals.
  • Ability to work well as a member of a team, ability to collaborate with others in a fast paced environment.
  • Creative initiative with the ability to react quickly to customer requests with strong problem solving skills.
  • Demonstrated ability in delivering a high level of customer service.
  • Ability to maintain confidentiality and act with discretion.
  • Strong computer and office skills including use of a variety of software packages including MS Word, Excel and database entry and aptitude for learning new software applications.
  • Technical skills, particularly audio visual.
  • Ability to handle stress and maintain composure with clients and service partners.
  • Related to sales growth, understand revenue/expense management and expectations for special events. (Package opportunities vs a la carte options)
  • Prioritize work and determine when to advise Management of conflicting demands.
  • Respond to general inquiries, specifically in reference to client reservations, and refer to appropriate individuals when required.
  • Understand and determine need to attend events or direct partner staff onsite as required.
  • Determine appropriate content of correspondence.
  • Determine pricing of client proposals within established guidelines.
  • Make independent decisions regarding service delivery.
  • Monitor competition and sales trends; advise management of sales trends providing advanced strategies to respond to changes in market place.
  • Determine the logistics, protocols, and final touches for coordinating and promoting annual and special events.
  • Ability to take initiative, work with minimal supervision, and make independent decisions.
  • Determine priorities and make decisions about casual staff utilization and the assignment of work to achieve optimum efficiencies and productivity.
  • Assess casual staff’s training needs and make recommendations for internal and external training to attain proficiency.
Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca.

Account Management
Account Reconciliation
Customer Service
Event Planning
Project Management
Relationship Management

Reference 150519