Special Events Assistant

At the University of Waterloo, we create and promote a culture where everyone can reach their full potential. As an employee, you get support & opportunities that empower you to advance your career. Explore how we can bring big ideas to life, together. The University is a welcoming workplace for those of all abilities, interests, and expertise. As part of our workforce, you can do what you do best, every day.

Learn more about our recruitment process.

Job Requisition ID:

Time Type:

Employee Group:

Job Category:

Employment Type:

Department:

Hiring Range:

Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position is July 3, 2026 at 11:59PM.

This position is being offered as a Secondment or contract opportunity. Term : 18 months

Job Description:

Primary Purpose

The Events Assistant supports the planning, coordination, and execution of large-scale campus events and initiatives led by the Special Events Coordinator. This role plays a critical part in ensuring that events are delivered smoothly, efficiently, and with a focus on exceptional student experience. The Events Assistant collaborates with internal and external stakeholders, oversees part-time staff during event delivery, and provides administrative and logistical support to ensure successful programming outcomes.

This role is integral to supporting activations and programing that enables members to feel a sense of belonging, build community, and grow as people during their time as an undergraduate student at the university of waterloo. This role supports programing at all UW campuses and also manages programing that occurs off campus in various locations across the region and the country.

Key Accountabilities

Event Coordination and Support

• Assist in planning and coordinating WUSA’s large-scale student events and initiatives.
• Support logistical arrangements including venue setup, rentals, catering, permits, and technical needs.
• Participate in event-day operations, acting as a lead on-site coordinator under the direction of the Special Events Coordinator.
• Contribute to event documentation, scheduling, and checklist management to ensure alignment with timelines and objectives.
• Supports programing across ALL UW campuses, and off campus programing that may occur across the country.

Staff and Volunteer Supervision

• Supervise part-time event assistants during event delivery, ensuring roles and responsibilities are clearly communicated.
• Provide support during volunteer onboarding, orientation, and training sessions.
• Foster a welcoming and professional environment for staff and volunteers during all event activities.
• Report any concerns immediately to the Events Coordinator

Administrative and Financial Coordination

• Track expenses and maintain records in support of the event budget managed by the Special Events Coordinator.
• Assist with procurement processes, invoicing, and reconciliation of event-related expenditures.
• Maintain inventory and ensure proper storage, use, and care of event equipment and supplies.
• Support the management and documentation of event related activities including, financial tracking, planning, documentation, and program evaluation.

Customer Service, Stakeholder and Vendor Support

• Liaise with vendors, contractors, and campus service providers to coordinate event logistics and delivery.
• Communicate event needs and timelines clearly with stakeholders to ensure seamless collaboration.
• Coordinate with internal teams to ensure smooth information flow and fulfillment of event requirements.

Risk and Safety Compliance

• Support the development and implementation of Emergency Action Plans and risk assessments. Responsible for their portion of the plan
• Ensure part-time staff and volunteers are familiar with health and safety procedures.
• Identify and escalate safety or risk-related issues during event execution.

Required Qualifications

Education

• Degree/Diploma in Event Management, Recreation, Communications, or a related field, or equivalent experience.
• Valid G license is an asset

Experience

• 2 years of experience in event support, coordination, or administration.
• Experience supervising part-time staff or volunteers in fast-paced environments.
• Experience working in student-led or post-secondary environments is an asset.

Knowledge/Skills/Abilities

• Strong organizational and time management skills.
• Excellent interpersonal and verbal communication abilities.
• Ability to work independently and as part of a team in dynamic settings.
• Detail-oriented with strong problem-solving skills.
• Comfortable using Microsoft Office and event management platforms.
• Valid CPR & First Aid Certificate Required.

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.