Events Coordinator & Administrator(One-year Term)

Date Posted: 05/30/2025
Req ID: 43166
Faculty/Division: Faculty of Arts & Science
Department: Asian Institute
Campus: St. George (Downtown Toronto)
Position Number: 00046711

Description:

About us:

The Faculty of Arts & Science is the heart of Canada’s leading university and one of the most comprehensive and diverse academic divisions in the world. The strength of Arts & Science derives from our combined teaching and research excellence in the humanities, sciences and social sciences across 29 departments, seven colleges and 46 interdisciplinary centres, institutes and programs.

We can only realize our mission with the dedication and excellence of engaged staff and faculty. The diversity of opportunities and perspectives within the Faculty reflect the local and global landscape and the need for curiosity, innovative thinking and collaboration. At Arts & Science, we take pride in our legacy of innovation and discovery that has changed the way we think about the world.

The Munk School of Global Affairs & Public Policy proudly offers more than a dozen teaching programs in a variety of areas of global expertise. We are home to exceptional faculty, experts and researchers from around the globe, and more than 40 academic centres, labs and programs. Our goal is to build a unique, world-renowned research, teaching and public engagement hub that shapes the contemporary field of global affairs from within Canada. Our School unifies those who are passionate about global affairs and public policy to research, discuss and address the problems of a fast-changing world.



Your opportunity:

The Asian Institute is composed of several unique and interconnected centres that host more than 100 academic events every year. Each centre supports the profound, specialized knowledge about particular regions that is required to understand the intricacies of local issues, while collaborating to foster transnational and interdisciplinary discussions that transcend and contextualize local viewpoints. Our undergraduate and graduate teaching programs further this approach, balancing regional specializationwith pan-Asian and global conversations. Our institute is home to an outstanding faculty and provides a vast array of experiential learning opportunities, both at home and in Asia.

Under the general direction of the Manager, Asian Institute, the incumbent is responsible for effective planning and execution of the Institute’s large suite of academic and public events. The incumbent will interact and communicate with faculty and guest speakers, service providers, administrators and general public. The incumbent is responsible for all the event promotional activities and marketing material design and distribution, along with providing assistance with general administrative duties at the Institute.

This is a one-year term position with an approximate end date in June 2026, with the possibility of renewal. 

Your responsibilities will include:

• Analyzing client needs and making recommendations on event logistics and options
• Determining logistical details and activities for events and/or programming
• Liaising with clients and vendors to resolve minor complaints and address issues
• Conducting post-event evaluation, analysis and recommendations for changes
• Checking to ensure equipment is in working order
• Analyzing and recommending changes to event planning activities
• Drafting internal and external communications
• Serving as a resource to others by providing (non-supervisory) job-related guidance

Essential Qualifications:

• Bachelor's Degree in Business Administration, Communication or Events Management or acceptable combination of equivalent experience.
• Minimum three years recent and related experience in planning, coordinating and administering events, including coordinating event schedules, booking speakers, making travel and hotel arrangements, arranging catering, coordinating space and preparing expense reimbursement in a post secondary academic environment
• Experience organizing hybrid events is a must
• Demonstrated solid experience in coordinating and planning small to major events.
• Demonstrated experience with preparing and editing content for communication, promotion and event material.
• Experience developing and maintaining records and files.
• Experience working with databases and providing statistical reports
• Experience supervising work study students.
• Experience conducting post-events evaluation and analysis.
• Experience in event logistics from creation to execution
• Advanced skills working in the ROSI system or other related student databases.
• Advanced skills in Microsoft office including Excel, Word, PowerPoint, Access and email applications; HTML skills and/or other web editing tools for updating websites.
• Advanced skills using social medial tools and meeting applications.
• Excellent oral and written communication, organizational, problem-solving and time management skills
• Well-developed interpersonal skill and diplomacy in dealing with others
• Proficiency skills with using of design software (e.g. InDesign, Dreamweaver, WordPress, Photoshop and Publisher).
• Ability to coordinate event logistics and perform event setup and closure , including but not limited to standing, bending, lifting and reaching etc.

To be successful in this role you will be:

• Communicator
• Efficient
• Meticulous
• Multi-tasker
• Team player

Closing Date: 06/09/2025, 11:59PM ET
Employee Group: USW 
Appointment Type: Budget - Term 
Schedule: Full-Time
Pay Scale Group & Hiring Zone:  
USW Pay Band 09 -- $66,715. with an annual step progression to a maximum of $85,319. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. 
Job Category: Administrative / Managerial

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.