Position Number: 50000927 / P1938
Department: Event Services Administration
Campus: Sir George Williams (Downtown)
Salary: $33.61 - $40.47 per hour
Union/Association/HR Policy: CUSSU
Posting deadline: September 25, 2023
Recognized as Canada’s top university under the age of 50, and one of Montreal’s top Employers, Concordia University is the place to be if you are looking to grow, contribute and innovate in a dynamic and multicultural environment.
Be part of a community that addresses society’s big challenges, supports your personal and professional growth, and makes a real impact in building a more sustainable world.
As a member of our community, you will have access to comprehensive benefits, a defined pension plan and numerous on site well-being facilities such as a state of the art gym and health clinic as well as a variety of educational and cultural opportunities.
NOTE: This posting represents a maternity leave replacement contract until May 1, 2025.
Reporting to the Manager, Conference Services, the incumbent acts as a consultant to clients on all event-related matters and oversees the planning and execution of their needs by acting as a liaison between the client and a wide variety of services in order to successfully promote events at Concordia. The incumbent also provides solutions to better meet client and departmental needs in line with departmental strategic goals.
- Contribute to the implementation of the departmental goals; strategies; special project assignments and business opportunities within Hospitality Concordia.
- Partake in further development and continuous improvements of departmental processes; recommend improvements to increase efficiencies and customer satisfaction.
- Oversee event management planning of a multitude of events; academic and non-academic related for Faculty/Staff; campus life activities for Students; Corporate, Conferences, and social activities external members both in-person and online. Support Faculties in Outreach Programs for local, national and international Academic Conferences, to be promoted and hosted by Concordia University.
- Meet with clients and provide consultation on event-related matters, protocols and policies; advises on government regulations to ensure University image is upheld; propose concepts; locations, direction and presentation in accordance to the client’s budget, timeframe and objectives.
- Oversee document management; handle contracts/negotiations for external clients; ensure adequate liability insurance coverage, and that Concordia terms and conditions are addressed; obtain necessary permits in accordance with government agency regulations; ensure that all necessary waivers to perform event-related activities are completed; evaluate results and drafts post-mortem reports; makes certain that all financial and event-related documents have been dealt with.
- Provide a one-stop-shop for client events by planning and overseeing all logistical matters; liaising with internal and external suppliers such as Facilities Management, Caterers, IITS, Decorations, Equipment rentals, Regie des alcools, Entertainment and signage. Recommend an array of activities and suitable solutions to best meet client needs. Manage event budget and centralizes all event-related charges for the client.
- Personally supervise onsite execution of services rendered by suppliers; be present and available during the event to provide assistance to client, as well as problem-solve to ensure successful proceedings.
- Monitor event activities in order to ensure compliance with applicable regulations and laws; ensure satisfaction of participants; identify potential risks and resolution of any problems that arise in collaboration with the appropriate department.
- Responsible for casual support staff: provide direction and training; evaluate performance, assign and schedule duties.
- Diploma of Collegial Studies (three year technical DEC), preferably in Business Administration and/or Tourism, and a minimum of four to seven years of experience in the Hospitality/Tourism Industry, with a focus on Event Planning.
- Knowledge of Reservation and Event Management Systems.
- Experience in planning medium and large scale conferences.
- Experience in preparation of client proposals and contract.
- Excellent interpersonal, communication skills, experience in negotiation skills and in fostering relationships with suppliers.
- Superior organizational and planning skills with the ability to multi-task and establish priorities and meet deadlines.
- Good knowledge (Level 4) of spoken and written English and French in order to communicate effectively with internal and external clients and contact.
- Good knowledge (Intermediate level) of Outlook, Word, Excel.
- Ability to work with minimal supervision autonomously and also as part of a team.
- Ability to work flexible hours (nights and weekends), as may be required.
Due to the volume of applications, only selected candidates will be contacted by our Talent Team.
Concordia University is an English-language institution of higher learning at which the primary language of instruction and research is English. Since this position supports academic and administrative functions of the university, proficiency in English and French, as indicated, is required.
IMPORTANT: The language and computer skills of short-listed candidates will be tested.
Concordia University is located on unceded Indigenous lands. The Kanien’kehá:ka Nation is recognized as the custodians of the lands and waters on which we gather today. Tiohtià:ke/Montreal is historically known as a gathering place for many First Nations. Today, it is home to a diverse population of Indigenous and other peoples. We respect the continued connections with the past, present and future in our ongoing relationships with Indigenous and other peoples within the Montreal community.
Concordia University is strongly committed to employment equity within its community, and to recruiting a diverse faculty and staff. The University encourages applications from all qualified candidates, including women, members of visible minorities, Indigenous persons, members of sexual minorities, persons with disabilities, and others who may contribute to diversification; candidates are invited to self-identify in their applications. As part of your application, you will be asked to complete a diversity survey. This information is voluntary and any information collected for this purpose is confidential and cannot be accessed by search committees or human resources employees. Results will be aggregated and used to help Concordia achieve its goal to see all members of our community not only reflected, but welcomed, included and supported in their efforts to contribute to all areas of university life.
Concordia desires to increase diversity among its community members and we strive to make our recruitment processes as accessible as possible and provide accommodations as required for applicants. If you are contacted for an interview and anticipate needing accommodations during the process, please contact, in confidence, [email protected]
All qualified candidates are encouraged to apply; however, Canadian and Permanent Residents will be given priority. To comply with the Government of Canada’s reporting requirements, the University is obliged to gather information about applicants’ status as either Permanent Residents of Canada or Canadian citizens.