Events Coordinator at University of Waterloo in Waterloo, ON

Job description

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: 2026-03028 Time Type: Full time Employee Group: Staff Job Category: Event Management Employment Type: Permanent Department: Faculty of Mathematics - Dean of Mathematics Office - Events Management Hiring Range: $56,494.16 - $70,617.70 Posting Information: This posting is for an existing vacancy. The internal posting deadline for this position is October 22, 2026 at 11:59PM Job Description: Primary Purpose The Events Coordinator is accountable to the Events Manager, Faculty of Mathematics for the delivery of events in SAS. This position will interact with distinguished guests and has an active role in leading the events and is responsible for event planning, logistics, execution and closing. The Events Coordinator provides direction to co-op students hired to assist with event logistics. Key Accountabilities Events Coordination The Events Coordinator, under direction of the Events Manager, Faculty of Mathematics, leads the coordination of events under their scope. They assist by ensuring the operations and logistics of events are complete to create successful outcomes. Leads the coordination of in-person events, distinguished lecturers, staff workshops and large meetings (e.g., agenda, location, managing presenter/speaker/ attendee details and requirements, registrations, conference/meeting materials, and all related logistics). Uses virtual event platforms to manage virtual events and meetings, distinguished lecturers, staff workshops and large meetings (e.g., agenda, presenter/speaker/attendee details and requirements, registrations, setting up events, running video and interactive content, monitoring live chats, and offering technical support to participants, as needed). Provides high-level customer service and a positive experience for all event stakeholders. Leads event planning committees where applicable, including organizing meetings, setting agendas, preparing follow-up materials, and facilitating decision making. Attends events to monitor arrangements and ensure smooth functioning of activity aspects. As the first point of contact at events, the individual will troubleshoot and resolve event issues that arise, and will escalate issues to Faculty Events as required. Liaises with event stakeholders to determine event goals and requirements, planning and coordinating all necessary arrangements including (but not limited to): locations, room set-up, staffing, volunteering, seating, food and beverage and accommodation considerations. Solves problems in real time to ensure seamless customer service experience. Coordinates and recruits numerous volunteers for each event. Assists the undergraduate and graduate recruitment team leaders with event support as required. Assists the Faculty Events Manager with additional event support as required. Communication Coordinates and takes the lead on preparing items in advance of events including the development and production of signage and banners; digital templates, invitations, registration pages and marketing materials to assist in the promotion of events. Works with Communications Officer to provide effective communication promoting coming events and initiatives. Coordinates with other units; marketing/communications materials and/or facility rental required for events. Keeps all stakeholders appropriately informed and engaged throughout event planning and execution. Updates and maintains event-related and promotional websites. Responds to inquiries from internal and external stakeholders, including complaints and i