SAIT's Commercial Services department runs SAIT-led businesses, handling internal and external conference and event services, and coordinating independent contractors and franchisees responsible for food services, graphic design and printing needs. Commercial Services underpins daily life on the SAIT's campus. If you're looking to join this unique in-house events and services team ? and this opportunity gets you excited ? we want to meet you.

The Opportunity

Reporting to the Associate Director- Commercial Services, the Commercial Services department is looking for a highly organized and detail-oriented individual to join our team as an Event Coordinator for SAIT Major Events.

In this role, you will be instrumental in ensuring the seamless execution of high-level institutional events at the Southern Alberta Institute of Technology (SAIT). As an Event Coordinator, the primary focus will be on coordinating various aspects of event planning and

leveraging on administrative skills. Additionally, you will provide crucial support to the Conference Services team in their day-to-day tasks and integrate social media strategies for enhanced event visibility.

The Role

• Lead and/or Assist in the comprehensive planning, coordination, and execution of major institutional events organized by SAIT.
• Manage calendars, schedule meetings, handle event-related correspondence for Major Events, and support daily tasks of the Conference Services team.
• Manage software platforms like Social Tables and StarRez to facilitate event planning, guest management, and coordinate logistics.
• Create and coordinate social media strategies and content to promote events, manage social media accounts, and engage with online communities for increased event visibility for Conference Services.
• Coordinate event logistics, including venue selection, contract negotiations, equipment rentals, catering and transportation arrangements, and transportation coordination,
• Maintain event databases and records, ensuring accurate and up-to-date information for reporting and analysis purposes.
• Collaborate with internal stakeholders to gather event requirements and ensure successful event execution.
• 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.
• Coordinate the preparation of event materials, including presentations, agendas, signage, and other collateral.
• Coordinating budget management and expense tracking for major events, ensuring adherence to allocated resources.
• Coordinate on-site event support, including set-up, registration, attendee management, and troubleshooting issues as they arise.
• Coordinate post-event evaluations and collect feedback to assess event success and identify areas for improvement.
• Support the Project Coordinator with Executive meetings to present new ideas and proposals for major events
• Efficiently manage inventory levels by conducting regular audits and implementing accurate tracking systems to ensure optimal stock levels.

QUALIFICATIONS & EXPERIENCE

• Minimum Requirement
• Diploma in Business Administration or equivalent
• 1-3 years' experience in an administrative role

Preferred

• Post-secondary education or certification in Event planning.
• Experience working in an event planning or a related field
• Experience using Event management software is an asset.

Skills Required

• Strong organizational and time management skills, with the
• Ability to prioritize effectively and tasks and coordinate multiple projects simultaneously.
• Ability to learn Proficiency in quickly and effectively learning new software platforms, with prior
• Excellent written and verbal communication skills, with the ability to interact professionally with stakeholders at all levels.
• 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.
• Flexibility to coordinate evenings and weekends, as required by event schedules.
• Knowledge of SAIT and its programs, services, and stakeholders is a coordinating asset.

Job classification: ADMINISTRATIVE ASSISTANT II - A5904

Salary range: 50,000 - 56,000

Posting closing date: April 5th, 2024

About SAIT

Building on our 100+ year history, we're looking for innovative, bold and collaborative employees who embrace change and deliver world-class customer experiences. Your future starts now at SAIT.

Equity, diversity and inclusion (EDI) is essential to achieving SAIT's vision to be a global leader in applied education. We encourage applications from women, Indigenous people, racialized people, people with disabilities, people from gender and sexually diverse communities, and/or people with intersectional identities. Learn more about EDI at SAIT.

At SAIT, we understand that experience comes in many forms. We're dedicated to adding diverse perspectives to SAIT - so if your experience is close to what we're looking for, please consider applying.

SAIT is committed to supporting persons with disabilities throughout the recruitment process. We will work with applicants to provide accommodations upon request to the Talent Advisor.

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Career opportunities at SAIT will always be posted on the SAIT career site and we encourage applicants to only apply directly through there. When your application is completed you will receive an email confirmation, if you did not receive one please check your junk mail or try applying through the SAIT career page again.