Events Coordinator

uwaterloo; Southwestern Ontario; On-site; CAD 56,000 - 71,000; Full time

Job summary

The Events Coordinator at the University of Waterloo delivers planning, logistics and execution for events in SAS, working with distinguished guests. This role leads events and directs co-op students assisting with logistics.

You will coordinate in-person events, staff workshops and large meetings, manage registrations, materials, and on-site setup, and provide high-level customer service to all stakeholders throughout the event lifecycle.

Qualifications

• Experience coordinating large in-person and virtual events.
• Strong planning and logistics abilities with attention to detail.

Responsibilities

• Leads coordination of events under the Events Manager, ensuring successful planning and execution.
• Manages registrations, materials, and on-site setup for in-person events and workshops.
• Provides high-level customer service to all event stakeholders throughout the lifecycle.
• Coordinates and recruits volunteers for each event and communicates with stakeholders clearly.
• Attends events to troubleshoot issues and ensure smooth operation; liaises with various campus units as needed.

Skills

Event coordination

Customer service

Logistics

Communication

Team leadership

Job description

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day.

Learn more about our recruitment process.

Job Requisition ID:

2026-03028

Time Type:

Full time

Employee Group:

Staff

Job Category:

Event Management

Employment Type:

Permanent

Department:

Faculty of Mathematics - Dean of Mathematics Office - Events Management

Hiring Range:

$56,494.16 - $70,617.70

Posting Information:

This posting is for an existing vacancy.

The internal posting deadline for this position is October 22, 2026 at 11:59PM

Job Description:

Primary Purpose

The Events Coordinator is accountable to the Events Manager, Faculty of Mathematics for the delivery of events in SAS. This position will interact with distinguished guests and has an active role in leading the events and is responsible for event planning, logistics, execution and closing. The Events Coordinator provides direction to co-op students hired to assist with event logistics.

Key Accountabilities

Events Coordination

The Events Coordinator, under direction of the Events Manager, Faculty of Mathematics, leads the coordination of events under their scope. They assist by ensuring the operations and logistics of events are complete to create successful outcomes.

Leads the coordination of in-person events, distinguished lecturers, staff workshops and large meetings (e.g., agenda, location, managing presenter/speaker/ attendee details and requirements, registrations, conference/meeting materials, and all related logistics).

Uses virtual event platforms to manage virtual events and meetings, distinguished lecturers, staff workshops and large meetings (e.g., agenda, presenter/speaker/attendee details and requirements, registrations, setting up events, running video and interactive content, monitoring live chats, and offering technical support to participants, as needed).

Provides high-level customer service and a positive experience for all event stakeholders.

Leads event planning committees where applicable, including organizing meetings, setting agendas, preparing follow-up materials, and facilitating decision making.

Attends events to monitor arrangements and ensure smooth functioning of activity aspects. As the first point of contact at events, the individual will troubleshoot and resolve event issues that arise, and will expedite issues to Faculty Events as required.

Liaises with event stakeholders to determine event goals and requirements, planning and coordinating all necessary arrangements including (but not limited to): locations, room set-up, staffing, volunteering, seating, food and beverage and accommodation considerations.

Solves problems in real time to ensure seamless customer service experience.

Coordinates and recruits numerous volunteers for each event.

Assists the undergraduate and graduate recruitment team leaders with event support as required.

Assists the Faculty Events Manager with additional event support as required.

Communication

Coordinates and takes the lead on preparing items in advance of events including the development and production of signage and banners; digital templates, invitations, registration pages and marketing materials to assist in the promotion of events.

Works with Communications Officer to provide effective communication promoting coming events and initiatives. Coordinates with other units; marketing/communications materials and/or facility rental required for events.

Keeps all stakeholders appropriately informed and engaged throughout event planning and execution.

Updates and maintains event-related and promotional websites.

Responds to inquiries from internal and external stakeholders, including complaints and issues management and escalating as required.

Administrative Support

Maintains an inventory of materials and supplies appropriate to events.

Creates and maintains event documentation and post-event reporting and identify lessons learned for future considerations.

Maintains a record/filing system of vendors, suppliers, venues with up-to-date details of contact information, communications.

Prepares any information packages required for events, trips, conferences, or delegations and other visitors, including requesting appropriate brochures and materials from other campus areas such as the faculties and/or research centres.

Maintains contact lists and communication channels for select audiences.

Represents Statistics and Actuarial Science on select institutional working groups/communities of practice, as needed.

Supports administrative and technical systems, updating, refining, and streamlining as necessary.

Purchases products or services and maintain accurate financial records ensu