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Position Summary:
Under the direction of the immediate supervisor,
the incumbent
coordinates and organizes
details
for
events such as conferences, seminars, workshops, and reunions.
They assign, distribute, and verify
the work of others
while also contributing to
their training
.
The incumbent l
iaises with clients to
determine
requirements
, c
oordinates all
logistical
arrangements
,
and ensures the smooth
execution of
events.
They
m
aintain
accurate
records
and inventories
,
m
onitor
and administer
operating fund or accounts
, and p
ropose ideas
to improve efficiency a
nd
support
future events.
Additionally, they c
ollaborate
and
provide
support
to
other internal teams
involved in event planning and delivery
.
Major Duties and Responsibilities:
Coordination of
logistics
for events such as conferences, seminars, workshops,
receptions
and reunions. Organizes lunches, internal events and student-centered activities as needed.
Assists
in creating and updating event timelines to track all details for events ensuring deliverables are completed
in a timely manner
. Facilitate the
synergy
of the programs by maximizing economies of scale in the purchase of supplies and services for events and activities.
Liaises with clients as needed to
determine
requirements and discuss arrangements. Coordinates all arrangements such as locations, setups, cleanliness, post-event cleanup and room resets, audio-visual materials, seating,
food
and bar service, including alcohol permits, and equipment rentals.
Completes all room booking requests for event and meeting spaces based on faculty priorities.
Advises
supervisor of all
event
booking requests requiring event
logistics
meetings with clients. Meets with
event organizers
to
discuss upcoming events, educate on McGill policies as needed (alcohol permits, weekend bookings), and book
appropriate spaces
.
Act as resource person
providing information to event organizers on t
he
McGill Office of Sustainability
model
for sustainability certification
.
Ensure that event organizers are aware of services provided b
y
Marketing and Communication team
, including
promotion
,
bran
ded
elements
and merchandise.
Tracks attendance and
maintains
records of events including number of attendees, quantity of food and alcohol ordered versus quantities consumed. Verifies, arranges, reviews
data
and presents to supervisor and clients.
Monitors budgets and reports on expenses. Takes measures to cut costs for events using cost-effective suppliers.
Recruits and organizes volunteers for certain events, liaising with Student Associations as needed.
Assist
with training for Hospitality Assistants. Monitor their task completion and report issues to supervisor
Attends assigned events to
monitor
arrangements and ensures smooth execution of planned activities. Liaises with facilities personnel and suppliers of contracted services. Solves problems that arise during events. Liaises with
appropriate units
regarding
security services and safety regulations.
Maintains an inventory of materials and supplies
appropriate to
the activities and events. Places orders to replenish stock
:
P
lace
s
stationary orders, ensuring purchases
remain
within allotted budget; coordinate deliveries and distribute stock
.
P
lace
s
coffee orders, monitors, and reconciles coffee budget, coordinate deliveries and distribute stock;
M
aintain
s
central
events
supplies
inventory, including
alcohol and decorations.
Regularly
m
aintain
s
,
monitor
s
and replenish
es
inventory
.
Schedules meetings, contacts participants and books meeting rooms.
Assists
with preparation of agenda. Attends meetings, takes minutes, and follows up on decisions within area of responsibility.
C
reates purchase requisitions
, coordinates
deliveries
and ensures invoices are paid
in a timely manner
.
Reports to immediate supervisor and upper management as requested with regards to financial elements, profitability, sustainability, and success of events, making suggestions for future activities.
Other duties as assigned.
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.
Other Qualifying Skills and/or Abilities:
Proven event planning experience required. Demonstrated organizational skills, and ability to multi-task. Ability to clearly transmit and receive information as well as good interpersonal skills for communicating with students, faculty members and departmental administrators and other institutions. Proven ability to provide excellent customer service. Accuracy, attention to detail, resourcefulness, ability to prioritize and meet multiple deadlines. Proven ability to draft correspondence, to proofread text and edit documents. Able to work independently and as part of a team. Ability to work and troubleshoot in a PC environment using word-processing, spreadsheets and presentation software, Adobe PDF, HTML and database packages; Banner, Minerva, McGill Marketplace. English and 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 #4 (qualifier) 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 Systems
Hourly Salary:
(MUNACA Level F) $29.42 - $36.46
Hours per Week:
33.75 (Full time)
Supervisor:
Sustainability and Events Supervisor
Position End Date (If applicable):
Deadline to Apply:
2026-08-05
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,
[email protected]
.