Events Supervisor

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Position Summary:

Reporting to the Associate Director, the incumbent will be responsible for providing Events Management at the McGill Executive Institute (MEI). The candidate will supervise the Conference & Event Coordinator who is involved with providing hospitality service in MEI, as well as student casuals hired to assist in these events.  The incumbent will also manage the scheduling of the casual workers. The candidate will also liaise with their colleagues within MEI as well as other Faculty stakeholders interested in holding events in MEI’s facilities. 

Primary Responsibilities:

• Review, analyze and provide staff supervision and support for events such as conferences, seminars, workshops, receptions, and reunions. Manage and supervise staff to provide leadership, training, guidance and mentoring.
• Liaise with client to determine requirements and discuss arrangements.  Manage all arrangements such as locations, room bookings, setups, cleanliness, staffing, seating, food and bar service and equipment rentals. Ensure preparation of items such as name tags, lists of attendees and agendas.
• Act as liaison between faculties/departments/units with regards to procedures and regulations including alcohol permit applications, security services, maintenance, access and safety regulations. May monitor purchase and sale of alcoholic beverages, including inventory and budget control.
• Manages all aspects of Hospitality Service Line. Plans, develops and implements administrative processes and policies for Hospitality Services.
• Establishes policies, guidelines, rates for room reservations and budget for catering services.
• Builds and maintains relationships with suppliers, vendors and clients. Negotiates and manages supplier and vendor contracts.
• Organizes event logistics for room revenue bookings.
• Attend events to monitor arrangements and ensures smooth functioning of all activities. Liaises with facilities personnel and suppliers of contracted services. Solve problems that arise during events.
• Establish clear order of priorities for events and a hierarchy of departments / programs. I.e. if there are multiple events on a same day / week, which have priority for support.
• Monitor and administer operating funds and accounts. Review statements of expenses and revenues. Prepare budgets according to guidelines. Compile data and prepare reports and statistics.
• Ensure that all events are planned with a focus on community impact including Sustainability, Equity, Diversity and Inclusion.
• Manage special projects as required.

Other Qualifying Skills and/or Abilities

Proven event planning experience required. Demonstrated organizational skills, and ability to multi-task. Ability to clearly transmit and receive information as well as good interpersonal skills for communicating with students, faculty members and departmental administrators and other institutions. Proven ability to provide excellent customer service. Accuracy, attention to detail, resourcefulness, ability to prioritize and meet multiple deadlines. Proven ability to draft correspondence, to proofread text and edit documents. Able to work independently and as part of a team. Ability to work and troubleshoot in a PC environment using word-processing, spreadsheets and presentation software, Adobe PDF, HTML and database packages; Banner, Minerva, McGill Marketplace. English and French, spoken and written.

Minimum Education and Experience:

DEC III 3 Years Related Experience /

Annual Salary:

(MPEX Grade 02) $47,030.00 – $58,790.00 – $70,550.00

Hours per Week:

33.75 (Full time)

Supervisor:

Associate Director

Position End Date (If applicable):

Deadline to Apply:

2022-10-19

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, accessibilityrequest.hr@mcgill.ca .