EVENTS COORDINATOR (BAND LEVEL 8)

Memorial University of Newfoundland; San Juan de Terranova; On-site; CAD 64,000 - 88,000; Part time

Job summary

Memorial University of Newfoundland is seeking an Events Coordinator for the Office of Ancillary Operations, Conference and Event Services on the St. John’s Campus.

The role supports management, promotion, sales, planning and execution of venue bookings, conferences and events. The position reports to the Associate Director and involves collaboration with clients, vendors and teams to deliver high-quality event services, including online meetings via Teams/Webex/Zoom, CRM updates and post-event

Qualifications

• 1-3 years of professional experience in conference or event planning, coordination, and execution.
• Post-secondary degree or diploma in business, marketing, communications, event management, tourism and hospitality, or related discipline.
• Strong organizational, time management, communication, problem-solving and project management skills.

Responsibilities

• Respond to client inquiries and requests for venue rentals and event services at SJC.
• Develop venue or event plans with clients to fit the overall vision.
• Prepare pre-event venue and event estimates, quotes and agreements with clear client expectations.

Skills

Event planning

Client interaction

Budgeting

Project management

Communication

Time management

Education

Business/Marketing/Communications/Event management/Tourism & Hospitality degree

Tools

Microsoft Office

CRM software

Job description

Ancillary Operations, Conference and Event Services

(Contractual Position to November 15, 2028)

The University will consider applications from qualified permanent staff who may be interested in a secondment, subject to departmental approval

The Office of Ancillary Operations, Conference and Event Services at Memorial University is responsible for event spaces, venues on St. John's Campus, and the provision of event, meeting, and conference related services for Memorial's St. John's Campus (SJC) and other Memorial venues.

DUTIES

Reporting to the Associate Director, Guest Accommodations/Conference and Event Services, the Events Coordinator will work as part of a collaborative team in the management, promotion, sales, planning, and execution of venue booking, conferences, and events at Memorial University's St. John's Campus. Responsibilities for this position will include the following:

• Respond to client inquiries and requests for venue rentals and event services at SJC within the standards and expectations of, and in keeping with, each venue's mandate, policies, and procedures.


• Work together with clients to develop a venue or event plan that complements the overall vision of the client.


• Prepare pre-event venue and event estimates, quotes, and agreements, utilizing unit procedures and tools, with a focus on setting clear client expectations and offering client value and satisfaction.


• Ensure the delivery of venue and event services and amenities, including set-up/tear-down, opening/closing venues, client greetings, and service coordination and provision.


• Coordinate with third-party vendors or service providers as required, including procurement, sending/receiving, handling, and storage


• Deliver on post-event requirements, including invoicing, feedback, and future service opportunities in an effort to optimize business and develop repeat client relationships.


• Take a lead role in the management and coordination of select conference clients to plan and execute a conference as the "Conference Planner."


• Take a lead role or provide support in the hosting, delivery, and moderation of online client meetings or events via Teams or any other online platforms such as Webex or Zoom.


• Utilize unit venue and client relationship management (CRM) software to build and maintain client profiles and event details.


• Operate within established industry standards; university standards, policies and procedures; and service excellence protocols.


• Support the evolution and optimization of the unit's conference and services business through research, idea sharing, policy and procedure development, and document preparation.


• May be involved in the development and execution of sales and/or business development initiatives.


• Contribute to the overall operations of Ancillary Operations, Conference and Event Services by providing assistance, as requested, in functional areas of guest accommodations, marketing and communications, building management, and strategic projects in public engagement.


• Perform other duties as required to assist colleagues, create value for clients, and ensure the effective operation of the Ancillary Operations, Conference and Event Services.

Conference and Event Services is an evening and weekend operation, and this position may require occasional work outside of normal Monday to Friday, 8:30 a.m.- 5:30 p.m. working hours, in order to plan or deliver scheduled client events.

QUALIFICATIONS

Professional experience (1-3 years) in conference or event planning, coordination, and execution or a related field; graduation with a post-secondary degree or diploma in business, marketing, communications, event management, tourism and hospitality, or a related discipline is required; or an equivalent combination of experience and training may be considered. Experience in event coordination, client interaction and experience management, and the development of estimates and quotes is essential; as is proficiency in Microsoft Office software. The ideal candidate must have strong organizational, time management, communication, problem-solving, and project management skills, and will be expected to work effectively in both supervisory and collaborative capacities. Demonstrated experience working with budgeting, online event or meeting hosting platforms (e.g. Webex and/or MS Teams), website design or development, social media in a business setting, e-commerce, and web-based or advanced conference and event software and technologies would all be considered assets. A working knowledge of Memorial University policies and procedures, as well as experience working in a post-secondary conference or event environment, is preferred.

SALARY

$64,361 - $87,763 per annum (Management and Professional)

CLOSING DATE

November 18, 2026 by 5:00 p.m. NST

Memorial University is committed to employment equity and diversity and encourages applications from all qualified candidates, including women; 2SLGBTQIA+ people; persons whose gender identity or gender expression is nonbinary or otherwise not cisgender; Indigenous peoples; racialized people; Black persons; and persons with disabilities. Memorial is committed to providing an inclusive learning and work environment.

Please be advised that we are unable to provide updates on current competitions.

We thank all applicants for their interest, however, only those selected for an interview will be contacted.