Intermediate Specialist, Event Management

University of Ottawa; Ottawa; On-site; CAD 85,000 - 107,000; Full time

Benefits offered by this job

Defined benefit pension

Group insurance

Job summary

The University of Ottawa’s Telfer School of Management is seeking an Event Manager to organize and run high-profile events for internal and external audiences. Reporting to the Manager of Brand, Digital and Events, you will manage invitations, VIP hosting, calendars, and post-event follow-ups.

You will lead a small team, plan budgets, coordinate with vendors, and work with Marketing & Communications to promote events.

Qualifications

• Degree in management or communications with events experience.
• 3 years’ experience managing events up to 400 attendees.
• Fluent in English and French; strong negotiating, budgeting, and organization.

Responsibilities

• Plan and manage high-profile events from 10 to 400 attendees.
• Develop yearly event calendar in collaboration with senior staff.
• Oversee budgets, schedules, invitations, and VIP hosting.
• Coordinate with vendors and internal departments for event success.
• Prepare post-event evaluations and reports.

Skills

Event management

Budgeting

Vendor negotiations

Bilingual EN/FR

Project management

Team leadership

Stakeholder communication

Public relations

Education

University degree in management or communications

Tools

VEMS

Outlook

Campaigner

Word

Excel

PowerPoint

Database

Job description

Job Information

Job Type: Employee | Temporary replacement of a regular position | Anticipated Duration in Months: 17 | Salary Grade: SSUO Grade 10 | Salary Range: $85,040.00 - $107,421.00 | Hours per week: 35 | Campus: Desmarais Hall | Union Affiliation: SSUO | Faculty/Service - Department: Telfer Marketing and Communications | # of Open Positions: 1 | Date Posted: 2026/08/20 | Applications must be received before: 2026/08/31

About the Telfer School of Management

The Telfer School of Management at the University of Ottawa is located in the heart of Ottawa and is the proud academic home of some 4,300 students, 200 faculty members, over 100 staff members, and over 30,000 alumni. At Telfer, everything we do from teaching to research, to policy advice is firmly aligned with helping Canada reach its potential. We believe that better business practice means a better Canada and that a better Canada means a better world. We believe that better business practice means a better Canada and that a better Canada means a better world.

Position Purpose

Reporting to the Manager of Brand, Digital and Events, the incumbent organizes and manages a variety of high-profile Telfer School of Management events, ranging from 10 to 400 attendees, on behalf and in support of the Telfer School’s Marketing and Communications office, Dean’s office, faculty, academic programs, students’ clubs and alumni for both internal community and external audiences, in a manner that is consistent with Telfer School standards, image and reputation. Manages high end cultivation and stewardship event functions from start to finish, including invitation lists and emails, VIP hosting arrangements and related follow ups. In this role, your responsibilities will include: Directs, manages and creates the yearly calendar of Telfer School of Management events, which mostly supports fundraising, alumni and community relations, strategic relationship building, research and recognition targets. Fully responsible for managing other events and requests assigned by the Dean, Assistant Dean or Director of Marketing & Communications. Develops and implements proper protocol and procedures, including security preparations, detailed schedules, and budgets and identifies critical dates and deadlines to ensure that events are managed efficiently and on time. Organizes pre- and post-event evaluations and prepares final statistical reports, debriefing notes and follow-up reports after each event for distribution to the Assistant Dean and Director of Marketing & Communications. Provides on-going management of the Event Coordinators, including development and performance evaluations. The work requires full and continued responsibility to supervise the activities of a small work unit but requires regular supervision of large temporary teams. Fully responsible for policies on room use and allocation of the event facilities, DMS 4101. Controls the use of the Telfer School’s DMS 4101 and scheduling of set-ups and take downs. The Manager also works closely with the Manager of Operations with regards to maintenance, inventory and purchases needed in the room. Acts as a consultant and provides strategic direction to Telfer School of Management staff and students who are planning events and provides supplier referrals, (audio visual, venues, food and beverage florists, etc) to ensure a positive event experience for all parties involved. Negotiates pricing and services from various vendors such as hotels, florists, caterers, audio-visual providers, photographers, equipment rental companies, and entertainers with the goal of arranging a discounted fee and/or pro bono services. Arranges venue preparations and negotiates facility arrangements both off and on campus. Identifies and coordinates University support services such as Conventions and Reservations, Physical Resources, Protection, Multi-Media Distribution, Housing and other areas as needed for events. Attends events and orchestrates functions by directing guests and seating arrangements; manages staff, including volunteers, caterers, audio-visual providers, equipment suppliers, facilities staff, entertainers and security staff. Works closely with Marketing & Communications in developing a media strategy for promoting the event (production of promotional materials, programs, ads, web site, presentations etc.) Drafts program and briefing notes for the Dean and all program participants for formal special events. Prepares event scenarios, run sheets, event invitations and sends event invitations to participants.

What you will bring

University degree in management or communications or equivalent work experience normally acquired through prior event management, marketing, or public relations positions. Three years’ experience in the management of events of up to 400 attendees, which includes receptions, recognition functions, conferences, galas and public events, preferably in a business school environment. Excellent ability to formulate creative ideas, conceptualize an event format and scenario, negotiate arrangements and manage execution of a successful event targeted to a specific audience, while paying close attention to details. Excellent communicating, negotiating, problem-solving, team leadership, customer service, organizational and time management skills. Ability to prioritize, budget and work under pressure while managing simultaneous projects and meet deadlines. Experience in writing event invitations, scenarios, speaking notes and agendas in both official languages. Experience in managing event facilities and coordinating upkeep. Proficiency in the use of spreadsheet, text processing, presentation, email, database and online applications, such as Outlook, Campaigner, Word. Experience with an event management program, such as VEMS, and with online event registration websites. Available to work evenings, weekends and holidays, as required. Available to travel as required. Bilingualism– English and French, spoken and written.

Key Competencies at uOttawa

Here are the required competencies for all or our employees at uOttawa:

• Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
• Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
• Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
• Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

Diversity, Equity, and Inclusion

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact [e-mail] to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more. If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute. Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.

Benefits

The University of Ottawa offers a generous pay and benefits package that includes a competitive salary, a defined benefit pension plan, group insurance coverage and an employee and family assistance program. Explore Our Benefits