Events Coordinator
Concordia University View all jobs
- Quebec City, QC
- $37.87-45.60 per hour
- Permanent
- Full-time
Department: Event Management
Grade: GR10
Campus: Sir George Williams (Downtown)Salary: $37.87 - $45.60 per hour
Union/Association/HR Policy: CUSSUPosting deadline: April 16, 2026Applicants are strongly encouraged to include a cover letter expressing their interest and how their profile aligns with the roleRecognized as one of Montreal's top Employers, Concordia University is the place to be if you are looking to grow, contribute and innovate in a dynamic and multicultural environment.Be part of a community that addresses society's big challenges, supports your personal and professional growth, and makes a real impact in building a more sustainable world.As a member of our community, you will have access to comprehensive benefits, a defined pension plan and numerous on site well-being facilities such as a state of the art gym and health clinic as well as a variety of educational and cultural opportunities.NOTE: This posting represents a leave replacement until August 14, 2027.SCOPE
Reporting to the Associate Director of Alumni Engagement, the incumbent is the primary liaison with suppliers for all event-related material and negotiates supplier contracts, coordinates terms and conditions for event and blanket orders, in collaboration with the Purchasing Department and in observance of University purchasing and procurement policies. The Events Coordinator is responsible for the development, planning, preparation and execution of all events in collaboration with University Advancement units, as well as other university partners. The incumbent will work with Alumni and Development Officers, to coordinate strategies, budgets, and activities related to events and programming.PRIMARY RESPONSIBILITIES
- Work in partnership with Alumni and Development Officers to coordinate strategy, budget, and activities related to events and programming.
- Act as the primary liaison with suppliers for event-related material and begin negotiation process for contracts related to the event.
- Gather event-related information and prepare invitations, book venues and entertainment, generate publicity, and coordinate terms and conditions for event orders.
- Responsible for scheduling and leading virtual event rehearsals to test technologies and address concerns. Assist with coaching speakers.
- Research and gather information required to organize and execute events (e.g. admission price; equipment availability, scheduling, virtual platforms and technology solutions, event participation statistics), and communicate this information to stakeholders.
- Assess staffing requirements, training, develop schedules, and implement organizational standards for both in-person and virtual events.
- Create post-event reports and analysis; analyze and measure participation and impact of events.
- Coordinate archiving of recorded virtual events.
- Assure the quality of assigned events (invitations, communications, registration, event confirmations, pre-event, on-site and post-event follow up).
- Accountable for managing assigned event budgets and timelines during pre-event, event and post-event periods.
- Coordinate and attend meetings, take notes, follow-up on action plans, and provide recommendations and support.
- Work in coordination with internal and external department contacts to promote advancement and alumni activities, events and programs.
- Develop a bank of student employees, manage training, payment and engagement of these students.
- Help with registration process and other duties in support of the unit.
- Diploma of Collegial Studies (three-year technical DEC) in Business Administration or a related field with four to seven years of experience in the Event Planning industry.
- Previous experience in planning, coordinating and executing significant in person and virtual events.
- Excellent interpersonal communications skills, ability to work independently and within a team environment and to interact effectively with alumni and other volunteers.
- Ability to handle a number of projects simultaneously.
- Availability to work on weekends and flexible hours during the week for events and meetings.
- Good knowledge (Level 4) of spoken and written English in order to prepare proposals, correspondence and reports. Good knowledge (Level 4) of spoken French in order to communicate with alumni and external contacts.
- Good knowledge (Intermediate level) of Word, Excel, PowerPoint, and Zoom.
- Demonstrated analytical skills.
- Previous experience working with and managing volunteers and support staff is an asset.
- Project planning and management and budgeting experience is an asset.
- Knowledge of event planning software is an asset.
Concordia University is located on unceded Indigenous lands. The Kanien'kehá:ka Nation is recognized as the custodians of the lands and waters on which we gather today. Tiohtià :ke/Montreal is historically known as a gathering place for many First Nations. Today, it is home to a diverse population of Indigenous and other peoples. We respect the continued connections with the past, present and future in our ongoing relationships with Indigenous and other peoples within the Montreal community.Employment Equity
Concordia University is strongly committed to employment equity within its community, and to recruiting a diverse faculty and staff. The University encourages applications from all qualified candidates, including women, members of visible minorities, Indigenous persons, members of sexual minorities, persons with disabilities, and others who may contribute to diversification; candidates are invited to self-identify in their applications. As part of your application, you will be asked to complete a diversity survey. This information is voluntary and any information collected for this purpose is confidential and cannot be accessed by search committees or human resources employees. Results will be aggregated and used to help Concordia achieve its goal to see all members of our community not only reflected, but welcomed, included and supported in their efforts to contribute to all areas of university life.Accessibility
Concordia desires to increase diversity among its community members and we strive to make our recruitment processes as accessible as possible and provide accommodations as required for applicants. If you are contacted for an interview and anticipate needing accommodations during the process, please contact, in confidence,Immigration Status
All qualified candidates are encouraged to apply; however, Canadian and Permanent Residents will be given priority. To comply with the Government of Canada's reporting requirements, the University is obliged to gather information about applicants' status as either Permanent Residents of Canada or Canadian citizens.