Conference and Event Specialist

Job Responsibility: :

About MRU

Founded in 1910 and located in Calgary, Alberta, Canada, Mount Royal University grew into a vibrant college in the 1930s and became a mid-sized university in 2009. Mount Royal has carved out a distinct niche by offering smaller class sizes, a robust liberal education and unique undergraduate programs. Currently, more than 15,000 credit students choose from 14 bachelor degrees and 38 majors.

Mount Royal University is located in the traditional territories of the Niitsitapi (Blackfoot) and the people of the Treaty 7 region in southern Alberta, which includes the Siksika, the Piikani, the Kainai, the Tsuut'ina and the Iyarhe Nakoda. We are situated on land where the Bow River meets the Elbow River. The traditional Blackfoot name of this place is "Mohkinstsis," which we now call the city of Calgary. The city of Calgary is also home to the Métis Nation.

Mount Royal University is committed to removing barriers and fostering the inclusion of voices that have been historically underrepresented or discouraged in our society. In support of our belief that diversity in our faculty and staff enriches the work, learning and research experiences for the entire campus community, we strongly encourage members of the designated groups (women, Indigenous Peoples, persons with disabilities, members of visible minorities, and diverse sexual orientation and gender identities) to apply and self-identify.

About the Department of Event, Theatre, and Hospitality, Services (ETHS)

Event, Theatre and Hospitality Services (ETHS) is a division of the Finance and Commercial Operations area of Mount Royal University (MRU). ETHS encompasses the Theatre, Conference and Hospitality service operations of MRU and is responsible for booking and executing exceptional quality events in MRU's performance venues (Taylor Centre for the Performing Arts, Ross Glen Hall, Wright Theatre, Nickle Theatre and associated classroom and event spaces). ETHS is home of the Taylor Centre Centre for the Performing Arts, its Concert Season and Bella Live from your Couch virtual presentation seasons as well as being considered one of the top 5 roadhouse venues in Calgary.

About the Role

Are you a passionate event and conference professional with a passion for developing and presenting exceptional experiences for clients and guests? Mount Royal University has an exciting opportunity for an Event & Conference Specialist within our Event, Theatre & Hospitality Services department. Reporting to the Director, the Event & Conference Specialist is responsible for taking the central role in the sales, development, coordination and delivery of meetings, conferences, weddings, filming services, and a variety of other special events at the Mount Royal Conference and Event Centre.

The Event and Conference Specialist will complete the coordination of comprehensive logistics for contracted clients including but not limited to: conference management, quote and contract preparation, liaising with clients and support services, planning/monitoring budgets, event promotion and other related duties required to successfully fulfill the client vision. Given the nature of this position, a flexible schedule is required to accommodate event requirements.

There is a strong internal candidate for this position.

Responsibilities:

External Business Development and Event Logistics

• Initiate, develop and maintain relationships with existing and potential event and conference clients
• Ensure professional, prompt and courteous service is extended to both internal and external clients
• Maintain client database and lead generation within appropriate software applications
• Solicit event and conference business through established sales strategies and execution
• Facilitate in-person meetings/tours with clients and on-site service providers in order to determine event needs and/or showcase our venues to potential clients
• Act as the key point of contact for client requirements within a One-Stop Shop model
• Monitor logistics during events to ensure all elements are executed at the highest level
• Guidance, assistance and coordination of logistics for all event related services
• Post-event follow up/evaluation and touchpoint for securing future booking dates

Operational and Administrative Responsibilities

• Prepare estimates for potential clients and negotiate package pricing based on current rate structure
• Create contracts for confirmed clients, obtain appropriate approval and distribute accordingly
• Administer and maintain records regarding all client bookings
• Embrace departmental sales culture and entrepreneurial mindset
• Prepare and reconcile invoices for clients promptly post event and track payments
• Attend team, departmental and committee meetings as required
• Book and schedule rooms for clients using Event Management and Infosilem Software
• Arrange key logistics required by clients including food and beverage, AV and technical requirements, décor, security, accommodations, room set-ups, parking and other services
• Ensure that on-site support services are precise and as requested
• Work directly with internal support service areas of the university to ensure there is effective support for conference and event activity
• Regular communicating with ETHS team members to communicate event and client needs. Contributing to special department projects as assigned by the area Manager
• Working a flexible schedule as required in order to meet client needs during events which take place outside of regular Mon-Fri business hours. This may include early mornings, evenings and weekends

Marketing, Promotion and Networking

• Promote the use of Mount Royal venues and services for events in all internal and external forums
• Ensure the Mount Royal Event and Theatre Services website is current, accessible and effective
• Collaborate the Lead Event Specialist and Director in development and implementation of marketing strategies and specific promotions for one-off events
• Stay well-informed of current conference, event, food and hospitality industry trends
• Represent Mount Royal University at industry association meetings and events
• Participates in tradeshows, conventions and promotional events related to the event and conference industry

Qualifications:

• Three or four-year Bachelors Degree or industry related Diploma and commensurate experience
• Three to five years of experience in an event or hospitality-focused environment
• A minimum of three years of experience with planning and managing diverse events & conferences
• Exceptional customer service and communication skills (written and verbal)
• Experience in organizing detailed and diverse administrative tasks in an office environment
• Proven success in operating within a client focused, sales culture in a results-oriented environment
• Highly motivated, creative and solutions focused
• Reliable and adaptable with the ability to work a flexible schedule
• Demonstrated results in sales and business development is essential
• Advanced computer skills in MS Office and Google applications

What We Offer

Talented and committed employees are the driving force behind student success. We strive to be an employer of choice among Canadian post-secondary institutions.

At Mount Royal University, we recognize that people are a combination of many intersecting identities; we work to cultivate an environment that welcomes the whole person, and harnesses the strength that is available in our diversity, creating a rich and inclusive workplace.

Investing in the learning and development of our employees benefits the individual and the University. A variety of services, resources and programs encourage a healthy, productive workplace. Mount Royal University offers a competitive total compensation package including health and dental benefits, pension, health and personal spending accounts, paid vacation, winter holiday closure, personal days and a free membership in our fully equipped recreation centre.

Our campus offers the convenience of a medical clinic, dentist and pharmacy, as well as a variety of wellness services such as physiotherapists and massage therapists. Campus Recreation offers many activities, including personal training, climbing, aquatics, sports and certifications for students, employees and the public.

Salary: $55,982 - 70,841 per annum

Closing Date: Jul 26, 2024

A resume and cover letter should be submitted in one .pdf document. Please title your .pdf document as follows: [Last Name], [Requisition Number], [Document Title].pdf (ex. Smith, 999999, CV.pdf).

All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents and others currently eligible to work in Canada will be given priority.

Recent Mount Royal graduates who are foreign nationals may be eligible to work on campus. Please refer to the Citizenship and Immigration Canada website under Post-Graduation Employment at .