Overview:

Term: 1 year

GEDI is a Gateway for Enterprises (industry and government) to Discover Innovation at the University of Waterloo. GEDI is a corporate relations office that develops and manages partnerships between the University and those enterprises who wish to engage with UW in a significant and multi-faceted manner.

The Marketing and Communications Manager, GEDI (the Manager) is responsible for the effective management and execution of high-quality events and large meetings. The manager is also responsible for multi-channel marketing and communications of GEDI events and initiatives. The Manager is a key member of the GEDI team and is responsible for planning and implementing Communications to support GEDI's goals and services. The Manager is accountable to the Managing Director, GEDI. The incumbent will provide effective management, successful implementation, and collaborative coordination of services and initiatives to enhance integrated communications and events strategies and delivery for GEDI, as well as the promotion and celebration of GEDI. This includes virtual events.

This role is contingent on funding.

RESPONSIBILITIES:

Event management, including, but not limited to:

  • Plans, promotes, and delivers high caliber GEDI events consulting with the Managing Director, GEDI and others as required
  • Supports a variety of events and/or large meetings as required
  • Ensures that all GEDI events align with UW brand guidelines and standards
  • Implements an integrated communications plan for the promotion of events using both print and electronic media
  • Implements project management strategies to prepare detailed schedules, identifying critical dates and deadlines to ensure that events are managed on time
  • Builds budgets and monitors expenses for all events
  • Provides some onsite communications support which may include photography and social media
  • Leads project meetings associated with events; organizes and oversees execution of all details
  • Oversees and organizes technical support (audio and visuals), logistics and event deliverables, including digital assets, catering requirements and third-party procurements
  • Prepares contracts and all appropriate documentation associated with event requests and GEDI room bookings
  • Develops invitations, manages online registration systems, prepares materials and handles other tasks as required
  • Develops and manages an online calendar of GEDI events (as applicable)
  • Acts as point of contact with internal and external stakeholders to provide knowledgeable and timely communication that ensure the delivery of successful events
  • Sources and manages services/products with internal departments and external vendors to support events, programs and activities
  • Manages supplier relationships to ensure quality, budget and delivery objectives are met
  • Recruits and manages volunteers to support the delivery of events
  • Identifies measures of effectiveness for events, streamlining existing processes when needed
  • Leads post-mortem meetings and follow-up with all stakeholders, actions post-event report
  • Builds collegiality among other event planners on campus

Marketing and Communications management, including, but not limited to:

  • Consults with the Managing Director, GEDI and with the members of the GEDI team to identify communications needs, strategies, and audiences to create content that meets the project-specific objectives and supports the overall GEDI goals
  • Ensures consistency, accuracy, timeliness, and excellence in quality and content of message in all materials
  • Ensures the University of Waterloo brand and the GEDI logo are appropriate in all communications, reflecting the reputation of the University of Waterloo
  • Keeps fully informed and knowledgeable about all aspects of GEDI programs, UW visual identity and branding, and other issues related to communications (e.g., AODA), and how changes impact the initiatives for which the Manager is responsible
  • Embraces supportive mentorship, professional quality, respectful communication, creativity, positive energy, and synergy in his/her work
  • Establishes measurement targets to monitor and asses the effectiveness of engagement initiatives, including but not limited to web analytics, event attendance, surveys, etc.
  • Manages GEDI communications work flow and volume to meet deadlines while balancing competing priorities
  • Writes and edits content for a variety of communication vehicles and audiences including the GEDI website, social channels (e.g. LinkedIn) and print publications
  • Uses social media, primarily LinkedIn, to ensure an active GEDI presence is reflected while engaging and supporting key stakeholders and audiences
  • Ensures the GEDI website reflects GEDI's high-profile news and stories that reflect a variety of pan-University Faculties and units as well as GEDI's partnerships with industry
  • Uses advanced features within the Waterloo Content Management System (WCMS), including images, tables, and other effective elements to publish web content and updates
  • Interviews stakeholders and organizes photoshoots as needed
  • Works with Creative Services to update and develop new print and digital communications including reports, brochures, posters, pop-up banners, e-invitations, and graphics
  • Maintains an up-to-date collection of GEDI communication materials (i.e. print and digital materials including time-sensitive brochures, PowerPoint presentations, or other)
  • Uses PhotoShop to professionally enhance digital or print communications
  • Maintains awareness of new technologies and social media opportunities, and print design, to ensure a relevant and forward-looking presence for GEDI
  • Develops, implements, and supports select communications and events that GEDI has agreed to provide to select corporate partners
  • Advises the GEDI team on best practices in web architecture/navigation and accessibility, and in print medium, and implement accordingly

Special projects:

  • Undertake Special Projects as assigned by the Managing Director
  • Qualifications:
  • Bachelor's degree in communications, business, or a related degree
  • Equivalent combination of education and experience will be considered

Minimum of 3 years of experience demonstrated in event planning and/or marketing/communications management, preferably in higher education

Proven ability to multi-task and manage a large volume of work, conflicting priorities and deadlines

Experience within an academic, corporate or start-up innovation environment

Direct experience in a university setting is an asset

Project coordination experience

Experience in web/WCMS, social media, digital content creation, and digital/social advertising

Experience and knowledge of web information architecture and UI/UX design principles

Experience and knowledge of accessibility requirements (AODA)

Advanced: MS Office suite of products (Word, Excel, PowerPoint, Outlook)

Advanced: Cisco WebEx Events platform and/or Microsoft Teams Live Events platform

Intermediate: email marketing campaign and distribution platforms (e.g., MailChimp)

Intermediate: web content management system (e.g. University of Waterloo's)

Intermediate: social media platforms and tools (e.g., Hootsuite)

Intermediate: Adobe Creative Suite (e.g., InDesign, Illustrator, Photoshop, Acrobat)

Experience with event management software (e.g., EventBrite, TicketFi, SurveyMonkey)

Experience using Photoshop and a DSLR camera an asset

Excellent professional writing, editing, and proofreading skills and experience are required which include working under very tight deadlines

Have the ability to write short or long copy and presentation material for broad audiences (e.g., corporate audiences as well as academic audiences)

Knowledge of communications planning, creative brief development, event marketing and advertising, media relations, and social media are an asset to this role

An eye for effective design, graphic balance, and the impact of layout and messaging in communication materials

Knowledge of numerous areas of the University community that relate to the GEDI mission and services are an asset, including: Faculties, research, Co-op, Advancement, entrepreneurial ecosystem such as incubators and accelerators or others

Team player with a high degree of initiative and who thrives in an environment of exchanging information and ideas, and who will support other members of the GEDI team to meet collective goals

Ability to work simultaneously on multiple initiatives with demanding deadlines and manage time/resources according

Demonstrated strong interpersonal skills

Strong professional and personal work ethic for high-quality work and personal development

Ability to liaise with senior leaders and VIP guests and stakeholders from within and outside of UW

Ability to work with confidential information and discussions

Effective problem solving skills

A good level of independence is required requiring excellent judgment in areas of time management, task prioritization and decision-making

Exceptional attention to detail is essential

Experience with project management software is an asset

  • Flexibility in working hours is required as the role could requires hours outside of regular business hours to setup, oversee and takedown an event

Employer Information

Waterloo, ON, Canada
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