Event Specialist en Sait

The OpportunityReports to the Operations Manager (Event Services, Sales and Marketing). The Event Specialist is responsible for planning, coordinating, and executing high-level institutional events, weddings, corporate gatherings, and academic conferences at SAIT. The role requires leveraging administrative, organizational, and marketing expertise to ensure seamless event delivery while incorporating social media strategies to enhance event visibility.

The Role

Event Planning and Coordination

Lead and/or support in the comprehensive planning, coordination, and execution of major institutional events organized by SAIT.

Coordinate event logistics, including venue selection, contract negotiations, equipment rentals, catering arrangements, and transportation coordination.

Coordinate the preparation of event materials, including presentations, agendas, signage, and other collateral.

Coordinate on‐site event support, including set‐up, registration, attendee management, and troubleshooting issues as they arise.

Collaborate with internal clients, such as faculty, staff, and student groups, to gather event requirements and ensure successful event execution.

Create new ideas and proposals for major events.

Promote and sell event spaces for weddings, conferences, corporate events, and other occasions, showcasing SAIT’s facilities and services to potential clients.

Administrative and Operational Support

Manage calendars, schedule meetings, handle event‐related correspondence for all events, and support the day‐to‐day tasks of the Conference Services team.

Efficiently manage event inventory levels by conducting regular audits and implementing accurate tracking systems to ensure optimal stock levels.

Coordinate the maintenance of event databases and records, ensuring accurate and up-to-date information for reporting and analysis purposes

Technology and Software Utilization & Social Media and Marketing

Learn and adeptly utilize software platforms such as Social Tables and StarRez to facilitate event planning, guest management, and logistics coordination

Create and coordinate social media and marketing strategies to promote events, manage social media accounts, and engage with online communities for increased event visibility for Conference Services.

Coordinate the management of social media accounts during events by providing live updates and engaging with attendees

Sustainability and Community Engagement

Collaborate with the Office of Sustainability to spearhead and oversee the integration of environmentally sustainable practices within the organization, ensuring adherence to green initiatives and standards.

Facilitate and coordinate student engagement initiatives by proactively identifying and creating opportunities for students to volunteer, fostering a sense of community involvement and active participation in events

Budget and Evaluation

Budget management and expense tracking for all events, ensuring adherence to allocated resources.

Coordinate post‐event evaluations and collect feedback to assess event success and identify areas for improvement.

Required Qualifications & Experience

Post-secondary education in Business Administration or equivalent.

Proficiency in event management software

Special Requirements:

Flexibility to coordinate evenings and weekends, as required by event schedules

Preferred

5+ years of event planning experience

Knowledge of SAIT and its programs, services, and clients are an asset

Proficiency in learning new software platforms, and prior experience using event management software

Strong organizational and time management skills, with the ability to prioritize tasks and coordinate multiple projects simultaneously

Required Skills

Proficiency in social media strategy development

Exceptional problem-solving and critical-thinking abilities

Strong communication and organizational skills

Attention to detail and a high level of accuracy in coordinating work outputs

Ability to coordinate work independently and collaboratively in a fast‐paced, deadline‐driven environment

Strong problem‐solving and critical‐thinking abilities, with a proactive approach to coordinating and resolving issues

Excellent written and verbal communication skills, with the ability to interact professionally with clients at all levels

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