Events Coordinator

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Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position is October 22, 2026 at 11:59PM

Job Description:

Primary Purpose

The Events Coordinator is accountable to the Events Manager, Faculty of Mathematics for the delivery of events in SAS.  This position will interact with distinguished guests and has an active role in leading the events and is responsible for event planning, logistics, execution and closing. The Events Coordinator provides direction to co-op students hired to assist with event logistics.

Key Accountabilities

Events Coordination

The Events Coordinator, under direction of the Events Manager, Faculty of Mathematics, leads the coordination of events under their scope. They assist by ensuring the operations and logistics of events are complete to create successful outcomes.

• Leads the coordination of in-person events, distinguished lecturers, staff workshops and large meetings (e.g., agenda, location, managing presenter/speaker/ attendee details and requirements, registrations, conference/meeting materials, and all related logistics).

• Uses virtual event platforms to manage virtual events and meetings, distinguished lecturers, staff workshops and large meetings (e.g., agenda, presenter/speaker/attendee details and requirements, registrations, setting up events, running video and interactive content, monitoring live chats, and offering technical support to participants, as needed).

• Provides high-level customer service and a positive experience for all event stakeholders.

• Leads event planning committees where applicable, including organizing meetings, setting agendas, preparing follow-up materials, and facilitating decision making.

• Attends events to monitor arrangements and ensure smooth functioning of activity aspects. As the first point of contact at events, the individual will troubleshoot and resolve event issues that arise, and will escalate issues to Faculty Events as required.

• Liaises with event stakeholders to determine event goals and requirements, planning and coordinating all necessary arrangements including (but not limited to): locations, room set-up, staffing, volunteering, seating, food and beverage and accommodation considerations.

• Solves problems in real time to ensure seamless customer service experience.

• Coordinates and recruits numerous volunteers for each event.

• Assists the undergraduate and graduate recruitment team leaders with event support as required.

• Assists the Faculty Events Manager with additional event support as required.

Communication

• Coordinates and takes the lead on preparing items in advance of events including the development and production of signage and banners; digital templates, invitations, registration pages and marketing materials to assist in the promotion of events.

• Works with Communications Officer to provide effective communication promoting coming events and initiatives. Coordinates with other units; marketing/communications materials and/or facility rental required for events.

• Keeps all stakeholders appropriately informed and engaged throughout event planning and execution.

• Updates and maintains event-related and promotional websites.

• Responds to inquiries from internal and external stakeholders, including complaints and issues management and escalating as required.

Administrative Support

• Maintains an inventory of materials and supplies appropriate to events.

• Creates and maintains event documentation and post-event reporting and identify lessons learned for future considerations.

• Maintains a record/filing system of vendors, suppliers, venues with up-to-date details of contact information, communications.

• Prepares any information packages required for events, trips, conferences, or delegations and other visitors, including requesting appropriate brochures and materials from other campus areas such as the faculties and/or research centres.

• Maintains contact lists and communication channels for select audiences.

• Represents Statistics and Actuarial Science on select institutional working groups/communities of practice, as needed.

• Supports administrative and technical systems, updating, refining, and streamlining as necessary.

• Purchases products or services and maintain accurate financial records ensuring compliance with UW financial policies and procedures.

Required Qualifications

Education

• Post-secondary education in a related field or equivalent combination of education and experience will be considered.

Experience

• 2-3 years of experience with event coordination with a proven track record of organization.

• A high degree of interpersonal acumen, with demonstrated relationship-building capacities, customer service, partnership building, and community engagement.

• Demonstrated customer- and stakeholder-friendly approach to problem solving is required.

• Experience in a University environment is considered an asset.

Knowledge/Skills/Abilities

• A high level of professionalism, a positive attitude, and the ability to meaningfully engage with a variety of people on- and off-campus.

• Experience using virtual event platforms such as Zoom, MS Teams, Hopin. 

• Service-oriented, can-do attitude, and willingness to learn.

• Demonstrated event coordination experience.

• Demonstrated problem solving skills.

• Possess strong planning and organization skills with exceptional attention to detail.

• Demonstrated inclusiveness, sensitivity, and the ability to interact respectfully with people from diverse cultures, races, ages, genders, sexual orientations, and religions.

• Demonstrated networking, research, and problem-solving skills.

• Proven ability to meet strict deadlines without compromising quality.

• Works well both independently and on a team.

• Proficiency with Microsoft Office including Excel and PowerPoint

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion.  As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.