Description
SSE Operations Staff within the Schulich School of Engineering is currently seeking a Full-time Limited Term Events Specialist for approximately 24 months.
Reporting to the Director of Marketing and Communications, the Event Specialist leads and executes the Schulich School of Engineering's (SSE) signature events as well as internal and external community outreach events. This role operates in a fast-paced, collaborative environment that demands strong professional judgment, time management, and relationship-building skills.
The workload is high volume and deadline-driven, with periods of increased pressure due to competing priorities. Early morning, evening, and weekend work is often required. The role also involves physical activity, including event setup, teardown, and equipment transport.
Summary of Key Responsibilities (job functions include but are not limited to):
Strategic Event Planning
- In collaboration with the director, plays a lead role in the strategic planning and execution of numerous signature events, collaborating closely with the MarCom, Development and Research teams to align event goals with broader organizational objectives.
- Must be a forward-thinking planner who can anticipate needs, manage timelines, and contribute to long-term event strategies that enhance engagement as well as fundraising impact.
- Concurrently manage multiple, often complex events per year as part of the Schulich School of Engineering's outreach activities.
- Act as the escalation point on issues pertaining to event planning and execution, and providing advice about organizing and delivering events.
- Propose innovative and strategic approaches to events that can influence event policies and procedures and/or save time or money.
- Proactively address and resolve project roadblocks and problems, proposing innovative approaches to increase productivity and efficiency.
- Inform and make decisions to ensure the success of individual events and programs, by exercising professional judgment and own discretion to guide them to successful completion.
- Develop event plans, timelines (using critical path processes), and service standards related to project delivery from conception to post-production.
- Write and prepare event briefs with measurable objectives, established themes, and key messages which align with SSE priorities.
- Manage event invitee lists in accordance with FOIP and CASL guidelines, including digital invitations, follow-ups, reminders, and updates.
- Develop and communicate event production schedules and providing onsite leadership during events.
- Direct staff and volunteer support as required with respect to their involvement in the events.
- Act as an expert resource to SLT and directors on issues pertaining to event planning and execution, and provide strategic advice about organizing and delivering the event.
- Source and negotiate services with vendors (i.e. Entertainment, AV, etc.), ensuring the best quality and value while remaining within budget guidelines.
- Ensure backup plans are in place for all aspects of the event.
- Determine speaker schedules, travel bookings, and accommodation when needed, as well as processing expense claims, speaker fees, and honorariums.
- Host prep sessions for panel events including introductions, event logistics, discussion and panel questions.
- Source and negotiate contracts with external vendors (venue, A/V, transportation, etc.) in accordance with University of Calgary policies and budget constraints.
- Apply knowledge of travel and expense policies to advise external speakers of options for compensation and reimbursement.
- Work in collaboration with the Communications team to help create and provide content and printed materials for event promotion purposes.
- Research and contact potential event participants.
- Manage the process of event invitations, ranging from personal emails to providing information and approval for wider invitation distribution via the system of record.
- Develop event budgets based on approved spending envelopes and being accountable to ensure that event spending remains within the constraints set out; adhering to budget processes when costs change.
- Ensure that sponsor, donor, and partner requirements are understood and met.
- Institute appropriate risk management techniques and plans to mitigate complex and stressful situations involving large groups of people.
- Oversee post-event activities, creating post-event surveys, collecting and submitting invoices, and ensuring reimbursement of expenses.
Relationships
- Build and maintain relationships with external and internal stakeholders, donors and vendors, including soliciting feedback for post-event analysis.
- Effectively communicate and work with internal and external partners, donors, sponsors, and collaborating organizations including providing overviews, briefing documents and other event information as appropriate.
- Independently communicate and coordinate with speakers, including clarifying the scope of their speaking responsibilities and expectations.
Qualifications / Requirements:
- Post-secondary education in a field such as event management, business, marketing or equivalent.
- A minimum of 5 years of strategic event planning/management experience is required.
- Experience planning small to large complex, in-person events, award receptions, gala dinners, large public lectures and multi-day educational workshops. Events may include multiple panels, VIP guests, government protocols, sponsors, travel and international guests.
- Experience with and knowledge of digital/hybrid events, including the technology and platforms used in virtual and hybrid events
- Experience and demonstrated competency working with panels, committees and partner organizations
- Experience and demonstrated competency building programs, researching speakers, and working with talent agencies
- Experience working in a fundraising or post-secondary educational setting is considered a strong asset.
- Dynamic self-starter who can operate in a fast-paced environment.
- Working knowledge of protocols including working with Indigenous Elders, government officials, flags and advance security teams.
- Knowledge of the principles and techniques of marketing, communications and media relations
- Demonstrated organizational and problem-solving skills
- Excellent listening and interpretive skills, with the ability to remain positive and confident under pressure
- Ability to build in-depth event budgets and stay on budget
- Excellent interpersonal and relationship building skills.
- Demonstrated ability in communicating with senior leaders, donors, internal and external stakeholders, volunteers, alumni and students with tact, diplomacy and professionalism
- Demonstrates sound judgment and decision-making skills
- Excellent communication skills, both written and oral. Ability to establish clear boundaries and expectations, following up on timelines and quality as needed
- Excellent time management skills with competing priorities
- Strong understanding of audio-visual setups and troubleshooting
- Demonstrated professionalism, tact and maturity in handling confidential information ethically and with discretion
- Excellent computer skills including database/information management with experience using and MS Office applications
- Ability to work both independently and as part of a team and to work effectively in a large, complex faculty
- Proven ability to work in a fast-paced environment, on multiple projects concurrently, while adhering to tight deadlines
- Ability to anticipate upcoming priorities, to prioritize effectively, and schedule own work appropriately
- Flexible and adaptable to a changing environment
- Ability to evaluate events and make recommendations to improve future events
- Ability to learn and understand the policies and procedures of the University and funders, and to adhere to internal control principles and systems
- An understanding of Schulich's mandate and strategic direction.
Application Deadline: July 2, 2025
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is part of the AUPE bargaining unit, and falls under the Specialist/Advisor Job Family, Phase 3.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
