Strategic Alumni Events Coordinator

University of Toronto; Toronto; Hybrid; CAD 75,000 - 96,000; Full time

Job summary

The University of Toronto is seeking an experienced Event Coordinator to join the Advancement Events team in Alumni Relations at St. George campus.

You will manage a diverse portfolio of in-person and virtual events, coordinating budgets, venues, vendors, invitations and registrations from conception to wrap-up. Reporting to the Manager, Advancement Events, you will build strong relationships with program managers, speakers and university executives, and ensure flawless execution through

Qualifications

• Bachelor's Degree or acceptable combination of equivalent experience.
• Minimum three (3) years relevant experience; events coordination and planning; proven successful experience with special events, managing volunteers and committees.
• Experience with conceptualizing, implementing and managing event plans from beginning to end.
• Experience supporting convocation activities.
• Experience with common online event platforms such as Zoom or MS Live.
• Experience planning and hosting engaging virtual events, webinars, and online meetings using platforms like Zoom and Microsoft Teams, ensuring smooth execution and high attendee satisfaction.
• Experience using an event registration system, such as RSVPify, PheedLoop, or a similar platform.
• Experience working with and supporting senior University leadership.
• Strong computer skills with sound working knowledge of PC platforms; high level of proficiency with word processing, spreadsheets, e-mail, internet, and presentation software. Proficiency in Microsoft Office (Windows XP) and other Social Media Platforms.
• Strong written and verbal communication skills; ability to relate well with staff, volunteers and donors. Demonstrated ability to apply a high degree of tact and sensitivity to daily activities and operate effectively in a multi-stakeholder environment.
• Excellent customer service skills are essential.
• Ability to communicate event concepts and ideas and prepare proposals.
• Strong organizational and time management and multi-tasking skills required.
• Proven ability to work independently and co-operatively on a team.
• Flexibility and the ability to adapt to changing circumstances, with on-the-fly thinking.
• Strong administrative skills; accuracy and attention to detail.
• Proven ability to prioritize a large volume of work in a fast-paced, high performance team environment.

Responsibilities

• Conceptualizing, organizing and executing event activities.
• Building and strengthening relationships with stakeholders and partners of strategic importance
• Analyzing client needs and making recommendations on event logistics and options
• Overseeing the implementation of event plans and activities
• Liaising with clients and vendors to resolve minor complaints and address issues
• Resolving issues that may occur during events and escalating problems as required
• Conducting post-event evaluation, analysis and recommendations for changes
• Creating and editing documents

Skills

Event coordination

Stakeholder management

Communication

Multitasking

Time management

Independent work

Team collaboration

Customer service

Problem solving

Education

Bachelor's Degree or equivalent experience

Tools

Zoom

MS Live / Teams

RSVPify

PheedLoop

Microsoft Office

Job description

The University of Toronto is seeking an experienced Event Coordinator to join the Advancement Events team in Alumni Relations at St. George campus.

You will manage a diverse portfolio of in-person and virtual events, coordinating budgets, venues, vendors, invitations and registrations from conception to wrap-up. Reporting to the Manager, Advancement Events, you will build strong relationships with program managers, speakers and university executives, and ensure flawless execution through