Assistant Event Coordinator

Assistant Event Coordinator

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

Come work with us!

Job Summary

A Brief Overview

The Housing and Ancillary Services (H&A) team manages close to 5,000 student beds in 18 residence buildings, as well as Community Housing, our off-campus rental apartment and housing properties, three dining halls, numerous retail foodservice locations on campus, the Donald Gordon Hotel and Conference Centre, University Club and Event Services. Residence buildings also provide temporary accommodations for the summer conference, events and tourism markets. Revenue and services from these units support vital student life programs and contribute to the University's learning environment.

The Assistant Event Coordinator will support the planning, coordination and execution of events on campus. The incumbent will liaise with a wide range of internal and external clients, including faculty, staff, students, donors, corporate guests, conference planners and high-profile campus guests. The role includes assisting with event management, coordination and monitoring of partner services on campus, assisting with the development of client proposals, distribution of information and the coordination of services provided by internal and external partners. The Assistant Coordinator will provide on-site oversight to ensure client satisfaction.

This position provides event planning support including logistics, creating floor plans, booking various services, including but not limited to: venue(s), catering services, furnishing, audio visual, decor, accommodation(s), and special needs arrangements.

This position coordinates processes to align event timelines and priorities. This position initiates contracts, accepts event deposits, adds account codes, and prepares work orders for casual event staff. This position supports marketing and communications tactics to promote events and activities, and acts as a contact for suppliers during events. This position also produces reports that assist staff in tracking revenue and expenses for individual events.

Job Description
What you will do

• Coordinates processes to align event timelines and priorities.


• Initiates contracts, accepts event deposits, adds account codes, and prepares work orders for casual event staff.


• Maintains client information in designated systems.


• Supports marketing and communications tactics to promote events and activities by producing invitations, and setting up event calendars and registration sites.


• Produces mailing and email lists and related reports.


• Acts as a contact for suppliers during events.


• Submits applications for events requiring licensing.


• Produces reports that assist staff in tracking revenue and expenses for individual events.


• Provides administrative and reception support to the department.


• Other duties as required in support of the department and/or unit.

Required Education

• Two-Year Community College Diploma.

Required Experience

• More than 1 year and up to and including 2 years of experience.

Required Licenses and Certifications

• Satisfactory Criminal Records Check required.


• Vulnerable Sector Screening required.

Consideration may be given to an equivalent combination of education and experience.

Job Knowledge and Requirements

• Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or work experience.


• Provide information that requires technical or administrative explanation or interpretation.


• Attempts to resolve a difficult or challenging interpersonal situation, or overcome resistance to gain cooperation, before referring to others.


• Manage own work effectively and follows through on commitments, using the available resources.


• May distribute work to deliver objectives on time and to the highest standard and help others access resources to support goal achievement.
• Resolve recurring problems and situations using established procedure and guidelines.


• Bring forward problems, obstacles or challenges to work completion in a timely manners so deadlines continue to be met.


• Break down concrete issues into parts and selects best solution from clear alternatives and past practices.


• Acknowledge and respect diverse cultural traditions and beliefs.


• Question attitudes, comments and behaviours which are discriminatory and seeks out appropriate resources to remove these from the workplace.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at View email address on clients.njoyn.com .