EVENTS COORDINATOR (BAND LEVEL 8)

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

Job summary

Memorial University in Newfoundland and Labrador seeks an Events Coordinator at Band 8 to manage venue rentals, plan conferences, and coordinate services across multiple venues. The role focuses on client-facing event planning, from initial inquiry through post-event follow-up, ensuring high-quality service and repeat business.

The successful candidate will oversee budgets, prepare estimates, and collaborate with vendors while maintaining university standards.

Qualifications

• 1-3 years 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.
• Experience in budgeting, quotes and estimates; proficiency in Microsoft Office.
• Experience with online event hosting platforms (Webex/MS Teams) and CRM is a plus.

Responsibilities

• Respond to client inquiries and requests for venue rentals and event services.
• Develop venue or event plans with clients to fit their vision.
• Prepare pre-event venue and event estimates, quotes, and agreements reflecting client expectations.
• Ensure delivery of venue and event services, including setup/teardown and client greetings.
• Coordinate with third-party vendors and providers for procurement and logistics.
• Handle post-event invoicing, feedback, and opportunities for repeat business.
• Lead select conference clients to plan and execute conferences as Conference Planner.
• Host and moderate online client meetings or events via Teams, Webex, or Zoom.
• Use CRM software to build client profiles and event details.

Skills

Event planning

Client interaction

Budgeting

Project management

Communication

Time management

Education

Post-secondary degree or diploma in business/marketing/communications/event management/tourism & hospitality

Tools

Microsoft Office

Webex

MS Teams

Website design

Social media

E-commerce

Job description

EVENTS COORDINATOR (BAND LEVEL 8)

Ancillary Operations, Conference and Event Services

November 3, 2026

(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.

DUTIES

Responsibilities

• 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.

If there is anything we can do to ensure your full participation during the application process, please contact [e-mail] directly and we will work with you to make appropriate arrangements.

The personal information requested in your application is collected under the authority of the Memorial University Act (RSNL 1990 c M-7) for the purpose of identifying and recruiting candidates; assessing applicant qualifications; and maintaining records pertaining to the administration of employment with Memorial University of Newfoundland.

If you are a successful candidate, this information will form part of your permanent employment record and will be used for other activities related to the employment process. This information may be disclosed to government departments and agencies as legally required; and to third party service providers, as necessary to administer programs and activities.

If you have any questions about the collection, use and disclosure of the information on this form, please contact MyHR, Department of Human Resources, at [e-mail].

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.