Event Assistant

The University of British Columbia; Vancouver; On-site; CAD 40,000 - 55,000; Full time

Job summary

A leading education institution in Vancouver is seeking an Event Assistant to coordinate and manage event inquiries. This role requires excellent customer service skills and attention to detail to ensure positive client experiences. Responsibilities include managing booking logistics, providing event support, and conducting client site tours. The ideal candidate will have a high school diploma, related training in event services, and the ability to work independently as well as in a team. Flexible hours including evenings and weekends may be necessary.

Qualifications

• 1 year of post-secondary education plus 3 years of related training in event services or conference services.
• Superior customer service skills and experience.
• Effective communication both verbally and in writing.

Responsibilities

• Coordinate clients’ event inquiries from booking to contract signing.
• Provide front-line customer service and event support.
• Enter complex event details into in-house software.

Skills

Customer service skills

Attention to detail

Effective communication

Time management

Initiative

Education

High School graduation plus one year of post-secondary education

Tourism or hospitality certification

Tools

MS 365

Venue management software

Job description

Job Category

CUPE 2950

Job Title

Event Assistant

Department

Event Planning | Leadership | UBC Robson Square

Posting End Date

February 17, 2026

Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

Ongoing

Job Summary

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

As the first point of contact for the UBC Robson Square Event Planning team, the Event Assistant confidently and efficiently coordinates clients’ event inquiries from initial booking through to contract signing. This includes creating and confirming room, audiovisual, and catering bookings while ensuring our clients and their guests have positive experiences with UBC Robson Square by working flexibly and collaboratively within a high-profile, cross-functional team environment.

The Event Assistant also provides front‑line customer service, event support, and front counter information services. The administrative, event, and reception duties will be performed at the front desk as part of a dynamic team that creates an energetic, responsive environment. This position is 1.0 FTE (35 hours/week).

Organizational Status

Reports to the Relationship Manager.

Work Performed

• Responds to walk‑in, telephone, and email booking inquiries from prospective and existing clients. Follows up in a timely manner with appropriate venue information to secure the booking. Assigns new bookings to the Event Planning team based on established criteria, including event requirements and upcoming booking volume.
• Greets and checks in with clients on their event date and verifies accurate delivery of event services. Liaises with catering and event services team to ensure any last‑minute requests and issues are addressed, including audiovisual equipment, changes to catering orders, additional signage, or photocopying. Relays day‑of event information to the Event Planning team in a timely and accurate manner.
• Enters a considerable volume of basic to moderately complex event details into in‑house software. Details include room booking, setup, catering, and audiovisual equipment.
• Prepares and issues client contracts, event confirmations, and other correspondence.
• Schedules and conducts site tours for new clients.
• Attends weekly events/supplier meetings; helps in relaying information from the client to service providers, such as AV requirements and catering information.
• Tracks cancelled events and lost business in a cancellations log.
• Provides clerical support to the event planning team and management such as generating reports using in‑house software, sending reminders for outstanding contracts/deposits, updating policy and training manuals, etc.
• Assists with other front desk duties as required (couriers, mail, building requests, back up to main reception telephone line, break relief, track front desk traffic), and event tasks (tracking booking requests) as appropriate.

Impact of Errors and Judgement

Decisions could have significant impacts on public perceptions of UBC and UBC Robson Square, both positive and negative. Service quality, program activity and community consideration are keystones of the facility and all very visible to the public in this downtown location.

Poor decisions, errors and/or inept coordination could result in embarrassment for the University, diminution of its prestige and credibility and potentially significant negative financial implications.

The mandate of UBC Robson Square is to provide consistently excellent customer service to all clients and colleagues who use the facility. UBC Robson Square is a team environment where staff members consistently go above and beyond the call of duty to ensure each event is successful and that every customer is satisfied. From initial consultation to event management to final invoicing, it is critical that the Event Assistant provide prompt, professional service at all times and under all circumstances.

Supervision Received

Reports to the Relationship Manager.

Supervision Given

None

Minimum Qualifications

• High School graduation, plus one year of post‑secondary education, plus 3 years of related training in event services or conference services OR an equivalent combination of education and experience.
• Tourism or hospitality certification is an asset.

Preferred Qualifications

• Superior customer service skills and experience is essential. Ability to provide quality service to customers in a courteous, patient, and professional manner.
• Ability to communicate professionally and effectively verbally and in writing.
• Ability to be thorough, accurate, and have a high level of attention to detail.
• Ability to effectively manage multiple events, tasks and priorities with a high degree of accuracy.
• Ability to work effectively independently and in a team environment.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Ability to develop and maintain cooperative and productive working relationships with service providers, colleagues and clients.
• Ability to effectively use MS 365 at an intermediate level. Knowledge of venue management software environments is an asset.
• Takes initiative to find appropriate solutions to problems and answers to questions.
• Ability to work flexible hours including evenings and weekends, as necessary.