Events Coordinator

Njoyn; Toronto; Híbrido; CAD 50.000 - 70.000; Jornada completa

Descripción de la vacante

Centennial College in Toronto is seeking an Events Coordinator to support the planning, implementation, and delivery of college events. You will maintain comprehensive event records, including budgets, participation, inventory, evaluation, and post-event reporting data.

The Coordinator works with internal and external partners, managing critical paths, run-of-show, timelines, travel, catering, venue bookings, and staffing.

Formación

• 3-year diploma or equivalent in Event Management or related discipline.
• Professional certification in Event Management (CMP/CSEP) is an asset.
• Minimum 3 years of coordinating events with multiple stakeholders.

Responsabilidades

• Coordinates and implements assigned College events (tradeshow, campus tours, workshops).
• Develops event plans, schedules, budgets, and registration workflows.
• Handles logistics with campus services and external vendors (venue, catering, AV).
• Monitors day-of execution, resolves issues, escalates when needed.
• Coordinates accessibility needs and accommodations for attendees.
• Communicates requirements to stakeholders and supports event communications.
• Maintains confidential high-profile guest information and post-event reporting.

Conocimientos

Event coordination

Budget management

Vendor management

Communication

Project coordination

Customer service

Educación

Diploma in Event Management or related field

CMP/CSEP certification (asset)

Herramientas

MS Office

Eventbrite

Constant Contact

Tassel

CRM systems

Descripción del empleo

(As a unionized employer, Centennial College gives preference to internal candidates as defined in the collective agreement. External candidates will be considered only if there are no qualified internal candidates) Centennial College recognizes and affirms Diversity, Equity and Inclusion and Indigenous ways of knowing as central to the vibrancy and uniqueness of its learning and working academic mission. We strongly encourage applications from members of Indigenous communities and all equity‑deserving groups including Women, Racialized, Persons with Disabilities, and LGBTQ+ communities.

We also recognize that Centennial is situated on the Treaty Lands of the Mississaugas of the Credit First Nation and pay tribute to their legacy as well as that of all First Peoples that have been and remain present here in Toronto. We recognize that First Peoples come from sovereign Nations and that part of understanding our responsibilities of residing on this territory are understanding the true history, circumstances and legacy of the Treaties signed here (such as the Toronto Purchase, Robinson-Huron Treaty and Williams Treaties) and including pre-contact Treaties and Agreements between sovereign Nations and that all peoples in this area are therefore Treaty people with obligations and responsibilities to all our relations.

Position Summary Reporting to the Manager, College Events, the Events Coordinator supports and coordinates the planning, implementation, and delivery of College events The Coordinator will maintain comprehensive event records and documentation, including financial, participation, inventory, evaluation, and post-event reporting data.

The Events Coordinator works collaboratively with the Manager, internal and external partners, and vendors to translate event objectives into practical event plans. They coordinate critical paths, run-of-show, timelines, budgets, logistical requirements, communications, catering, hotel accommodations, travel arrangements, vendors, staffing and volunteer plans, registration processes, set-up support, day-of execution, and wrap-up activities of assigned events.

The Events Coordinator exercises independent judgement and action in coordinating multiple concurrent events, balances competing deadlines and priorities, and responds to changing requirements and issues during planning and delivery; escalating significant concerns to the Manager as needed. The role requires strong organization, communication, client service, and problem-solving skills, as well as a high level of accuracy, attention to detail, and confidentiality to ensure they maintain and positively enhance the College's brand and reputation.

Responsibilities

• Coordinates and implements assigned College events, such as student recruitment tradeshows, campus tours, workshops, and programming for prospective students and their supporters (ex. teachers, counsellors, community-based organizations, etc.); including recurring, seasonal, multi-day, multi-campus, high-volume, and/or customized events, or, on occasion, off-site events related to education fairs, Skills Ontario, etc.
• Develops and maintains event plans, workback schedules, critical paths, run-of-show documents, task lists, room and venue plans, registration processes, and other planning tools to support timely and organized delivery.
• Coordinates event logistics with relevant internal College services and external vendors or establishments for room/venue bookings, catering, parking, security, permits, materials, audio-visual requirements, hotel accommodations, transportation, and set-up and tear-down requirements.
• Monitors the event plan day-of, identifying and resolving issues, making adjustments within approved parameters, and escalating significant concerns to the Manager, event stakeholders, and/or appropriate services area as needed.
• Coordinates accommodations in event planning, communications, and delivery processes (ex. for closed captioning, ASL, sensory accommodations; food accommodations; accessible access/pathways, etc.), including gathering and addressing registrant accommodations requirements.
• Communicates key event requirements and logistics to relevant stakeholders throughout the planning and delivery process, including campus logistics, timelines, roles and responsibilities, registration information, accessibility considerations, protocols, and other operational details.
• Prepares content and agendas, coordinates or supports event communications content, and inputs content and schedules by utilizing platforms such as Tassel, Constant Contact, MS Forms, SignUp, Eventbrite, etc., including for invitations, registration notices, emails, event schedules, and other materials; collaborates with Marketing for graphic design or other requests as needed.
• Maintains a high level of confidentiality for high profile guests, following negotiations and agreements by internal stakeholder departments, such as keeping names of guests and event details confidential as required.
• Develops and maintains productive working relationships with internal clients and vendors, community partners, sponsors, and other external stakeholders to support successful event delivery and future event opportunities.
• Coordinates and supports campus tours and visit programs, including arrangements with schools, campuses, faculty, service areas, and other College resources.
• Uses College systems, tools, and related software to support event planning, reporting, and documentation, such as ServiceNow, Tassel, Constant Contact, CRM, MS Forms, SignUp, Eventbrite, Zoom Events, Calendly, Circuit Tours, etc.
• Maintains and coordinates loans of event resources to internal stakeholders using departmental tools (ex. Teams, Excel, ServiceNow) to track event materials, such as tablecloths, flags, etc.

Qualifications/Experience

• A 3-year diploma or equivalent in Event Management or Planning, Hospitality Management, Business Administration, Public Relations, Corporate Communications and/or Marketing, or a related discipline; or a combination of education, training, and experience that demonstrates equivalent knowledge, skills, and abilities.
• Professional certification related to Event Management and Planning is an asset (ex. Certified Meeting Professional (CMP), Certified Special Events Professional (CSEP), etc.).
• Three (3) years of experience with coordinating events through the planning, implementation, day-of delivery, and post-event review stages, for large-scale, multi-stakeholder, and multi-day events.
• Demonstrated experience preparing event plans and critical paths, schedules, budgets, registration information, guest lists, communications, vendor arrangements, and post-event summaries.
• Previous experience working in a post-secondary or other public education environment in event coordination, student programming, or a similar function.
• Demonstrated experience working with multiple internal departments, external vendors, volunteers, and concurrent logistical requirements and fixed deadlines.
• Experience working with diverse internal and external stakeholders, such as senior leadership, donors, vendors, government or community representatives, international delegations or other visitors, faculty, or students, prospective students, and their families.
• Experience monitoring event budgets, invoices, purchase requisitions, sponsorship or revenue information, inventory, and related administrative records.
• Demonstrated ability to anticipate event risks, solve practical problems under time pressure, respond calmly to day-of changes, and determine when matters should be escalated.
• Strong client service, communication, organization, project coordination, attention to detail, and interpersonal skills
• Proficiency with Microsoft Office, Outlook, spreadsheets, registration or event tracking tools, and other systems used to coordinate events, communications, budgets, records, and reports.
• Demonstrated experience with protocols for events with international delegations and or government representatives.
• Knowledge of accessibility considerations, inclusive event practices, event logistics, and vendor coordination practices.

Proof of credentials or equivalencies from accredited regional or federal post-secondary institutions and/or their foreign equivalents will be required at the time of job offer.

We are committed to providing persons with disabilities equal opportunities regarding all employment activities, including access to jobs and accommodations during employment as required, in accordance with the Ontario Human Rights Code (OHRC) and the Accessibility for Ontarians with Disabilities Act (AODA).