Conferences and Special Events Coordinator

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 and Responsibilities: 

·  Coordinate and oversee hospitality services for MEI on-site programs. 

·  Ensure an exceptional customer service experience for all MEI participants. 

·  Liaise with caterers and suppliers to coordinate hospitality and program logistics. 

·  Coordinate meal service schedules, coffee breaks, cocktail receptions, and other hospitality requirements. 

·  Submit catering and supplier invoices for payment processing and maintain cost summary. 

·  Maintain inventory of kitchen supplies, refreshments, snacks, and hospitality materials. 

·  Respond to and coordinate special dietary requirements and allergy accommodations for participants. 

·  Coordinate and oversee the day-to-day activities of the hospitality casual team. 

·  Coordinate the scheduling of hospitality casual team.   

·  Maintain hospitality evaluation results and prepare feedback summaries to support continuous service improvement. 

·  Assist with the programming of building access cards and door access permissions. 

·  Maintain office key inventory and oversee key distribution and tracking. 

·  Maintain program inventory supplies. 

·  Reconcile credit card transactions.  

·  Request and coordinate alcohol permits for approved events and receptions. 

·  Act as back-up for the reception desk, including greeting visitors and answering the main telephone line as required. 

·  Troubleshoot basic classroom audiovisual and technical equipment issues and coordinate support when necessary. 

·  Work on special projects that ensure smooth functioning of the unit as needed.  

·  Participate in team "inning" assignments and provide cross-functional operational support as required. 

·  Maintain a full-time on-site presence to support daily program operations and participant needs. 

·  Work regular hours of 8:00 a.m. to 4:00 p.m., with flexibility to work occasional extended hours for evening events, receptions, or program activities. 

Other Qualifying Skills and/or Abilities: 
Excellent organizational skills. Proven ability to multi-task, prioritize, and meet deadlines. Strong attention to detail. Demonstrated ability to clearly transmit and receive information. Must be client-focused and service-oriented, and able to work with all levels of staff. Ability to work autonomously and as part of a team. Demonstrated ability to work in a PC environment using word processing, spreadsheets, databases, web navigation, email, Banner, and Minerva. English and French, spoken and written. 

As one of Montreal's Top Employers, here is what we offer:

• Competitive benefits package (Health, Dental, Life Insurance) (if eligible)

• Defined contribution pension plan (with employer contribution up to 10%) (if eligible)

• Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)

• Competitive vacation policy

• Two (2) personal days

• Two (2) floating holidays

• Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day

• Paid time off over the December holiday period

• Tuition waiver for regular employees and their dependents

• Up to two (2) days of remote work per week where the position permits

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.

Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level #4 (qualifier) on a scale of 0-4.

For a definition of our language proficiency levels, please click here.