Conference and Event Coordinator

  • McGill University
  • Montreal, QC, Canada
  • Dec 02, 2019
Full time   Adminstration Conferences Event Coordination Event Planning

Job Description

Conference and Event Coordinator (CR2774)

Post Date: Friday, November 29, 2019
McGill University - Human Resources
Position Title
Conference & Event Coordinator (PED 00091, DD009B, Level 009B)
Position Summary
Under the direction of the immediate supervisor, organizes details of events such as conferences, seminars, workshops, and reunions. Organizes, distributes and verifies the work of others and participates in their training. Liaises with client to determine requirements. Coordinates all arrangements and ensures the smooth functioning of these events. Maintains records. Monitors and administers operating fund or accounts.
Major Duties & Responsibilities: 
  • Organizes details of events such as conferences, seminars, workshops, receptions and reunions. Organizes, distributes and verifies the work of others, and participates in their training.
  • Liaises with client to determine requirements and discuss arrangements. Coordinates all arrangements such as locations, room bookings, setups, cleanliness, staffing, seating, food and bar service and equipment rentals. Prepares items such as name tags, lists of attendees and agendas.
  • Maintains records concerning eligible or potential attendees. Obtains lists and other data. Verifies, arranges, and reviews data. Types, proofreads, edits, assembles and disseminates mailings. Coordinates typesetting, printing, and mass mailings.
  • Liaises with speakers. Makes travel and hotel arrangements. Prepares travel expense reports for reimbursement of speakers. Receives papers to be presented. Ensures they are edited and submitted to appropriate publication.
  • Promotes and provides information on university facilities and services. Provides quotations for clients. Contacts and recruits volunteers for certain events.
  • Attends events to monitor arrangements and ensures smooth functioning of all activities. Liaises with facilities personnel and suppliers of contracted services. Solves problems that arise during events. Liaises with appropriate units regarding security services and safety regulations.
  • Collects and deposits fee payments. Monitors costs. Verifies accuracy of all expenses. Discusses adjustments to invoices for unsatisfactory services.
  • Processes liquor applications or liaises with appropriate unit to have applications processed. May monitor purchase and sale of alcoholic beverages, including inventory and budget control.
  • Makes recommendations to supervisor concerning new contracts or renewals with suppliers of contracted services. Monitors operation of services according to agreements. Verifies accuracy of commissions.
  • Maintains an inventory of materials and supplies appropriate to the activities of the unit. Places orders to replenish stock.
  • Monitors and administers operating funds and accounts. Reviews statements of expenses and revenues. Prepares budgets according to guidelines. Compiles data and prepares reports and statistics.
  • Word processes drafts, correspondence and reports. Composes correspondence and reports. Attends committee meetings and takes minutes.
  • Ensures proper maintenance of the unit's filing system.

The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks which may be performed by an employee whose position has been matched to this generic job description.

Education & Experience

DEP (Secretarial/Office Systems)

Three (3) years related experience

Other Qualifying Skills And/Or Abilities
Experience with conference/event coordination. Demonstrated organizational skills and proficiency in prioritizing and meeting weekly and monthly deadlines. Proven ability to draft, proof read and edit texts or documents using appropriate spelling, grammar and punctuation. Client focused and service oriented with a proven ability to work with people at all levels and deal effectively and diplomatically with delicate situations. Ability to work autonomously and as part of a team. Ability to take initiative. Demonstrated ability to multitask with strong attention to detail and demonstrated ability to transmit and receive information accurately. Proficiency in a PC environment using word processing software, spreadsheets, database and presentation software and ability to use email as well as Minerva. English spoken and written. French spoken and read.
Reference Number:  19-1146/CR2774
Supervisor's Title:  Associate Director, Affinity and Engagement
Salary Scale: $22.81 - $31.45
Faculty/Unit: University Advancement
Position Type:  Full-Time
Hours Per Week: 33.75
How To Apply

Please submit your cover letter and curriculum vitae, clearly indicating the reference number, to University Advancement at

The deadline to apply for this position is December 10, 2019 at 5:00 PM.

*Current employees: please indicate your McGill ID number in your application.*

We thank all applicants for their interest in McGill University. However, University Advancement will only contact applicants selected for an interview.

The masculine is used to lighten the text, without prejudice to the feminine form.

In order to maintain internal priority, McGill employees must apply within the delays specified in the MUNACA collective agreement for unionized positions or according to the personnel policies for non-unionized position.
McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, or 514-398-3711.