Project Lead, Events

This position is a part of the Non-Academic Staff Association (NASA).

This position has a term length of 2 years and offers a comprehensive benefits package which can be viewed on our Benefits Overview page .

If you previously applied to competition# S113148801, no need to re-apply. Your previously submitted application will be considered.

Location: This role is hybrid with a mix of remote and in-person and work primarily takes place in Enterprise Square, Edmonton.

Working for the University of Alberta 

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is teeming with change makers, community builders, and world shapers who lead with purpose each and every day. We are home to more than 40,000 students in 200+ undergraduate and 500+ graduate programs, over 13,000 faculty and staff, 260,000 alumni worldwide and have been recognized as one of Canada’s Greenest Employers for over a decade.

Your work will have a meaningful influence on a fascinating cross section of people—from our students and stakeholders, to our renowned researchers and innovators who are quite literally curing diseases, making discoveries and generating solutions that make the world healthier, safer, stronger, and more just.

Department/Faculty Summary

The External Relations team showcases our faculty, staff, students and alumni, connect the university with its many communities and advocate for the U of A as we advance our promise of uplifting the whole people. We lead and determine the strategy for both external and internal initiatives and help develop the reputation of and pride in the university.

Alumni Relations encourages an active and positive connection between the university and its graduates. With a variety of ways to engage – including volunteerism, advocacy, mentorship, career services, educational and family events, networking opportunities, awards and recognition — alumni can continue to be part of the campus community throughout their lives.

Position Summary

The Project Lead, Events is responsible for planning and executing a variety of major events on campus. Reporting to the Manager, Events, the Project Lead, Events plans and implements events that help maintain and strengthen the relationships between the university and alumni, donors, community leaders, government leaders and other key stakeholders and enhance the University of Alberta’s reputation. The incumbent in this position will have significant responsibilities in advising campus partners on event design and managing the many aspects of planning a successful event in order to advance institutional priorities and initiatives and build strategic partnerships and relationships.

Duties

• Collaborates with colleagues across External Relations, relationship managers, campus partners and external stakeholders to clearly identify event objectives, deliverables and measures of success.
• Leads and executes comprehensive, strategic event management plans for a variety of events.
• Develops unique concepts to engage a variety of event attendees and coordinates all details associated with event planning, to leverage events and create meaningful outcomes.
• Effectively manages on-site event execution to proactively and discreetly identify and resolve issues, maintaining a quality experience for guests and participants
• Provides technical expertise for webinars; operation of webinar and meeting platforms during events, creating information slide decks, inserting video, supervising chat rooms, coordinating polls and Q&A sessions; facilitates technical run-throughs and speaker preparation
• Cultivates and stewards alumni, donors, government, university and community stakeholders through various activities and programs including major events, gift announcements, donor acknowledgements, lectures, webinars, community roundtables, and events that advance the reputation and priorities of the university.
• Connects key donors, alumni, government officials and community leaders to senior officials (President, Chancellor, Alumni Association President, VP External Relations, deans).
• Advises and provides professional expertise to campus partners and colleagues on the design and development of strategic community and institutional events.
• Works collaboratively as a member of the External Relations events team to oversee the development of institutional events that impact the internal and external University of Alberta community
• Works professionally with researchers, academics and other speakers to guide them through the development of presentations, preparation for events (both online and live), and ensure that their in-event experience is rewarding and positive
• Develops and oversees event budgets, including the selection and negotiation of vendor contracts and rates and the timely payments of such, adhering to university policy
• Anticipates costs of operational, technical, marketing and communications needs for each event. Ensures appropriate budgeting to meet event and project needs
• Works with marketing and communications colleagues to prepare information for timely submission to social media, e-newsletters, on in-event collateral, speaking notes, etc.

Minimum Qualifications

• University degree required (preferably from the University of Alberta) with background in areas such as: events management, theater management, social sciences, recreation, program planning, or education.
• Minimum of 5 years’ experience in event planning, stakeholder engagement, alumni, public and/or donor relations.
• Excellent communication, organizational and interpersonal skills are essential.
• Tact and diplomacy are required.
• Strong ability to meet deadlines and skillfully manage multiple priorities.
• Ability to adapt to changing demands and situations.
• Ability to work as a member of a team.
• Ability to work effectively within a large organization and an academic culture.
• Excellent computer skills (Advance, Excel, Word, Google Suite).
• Experience running webinars and hosting meetings (preferably on Zoom).
• Working knowledge of data analysis and applying data to strategic decision making.
• Valid driver’s license is required.
• Working knowledge of budget management, basic accounting principles.

Preferred Qualifications

• Experience in volunteer management is considered an asset.
• Experience working in a post-secondary environment is an asset.

Note: Online applications are accepted until midnight Mountain Standard Time of the closing date.

We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.