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Added 6 hours ago
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Full-time
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McGill University

Conferences & Special Events Coordinator

Montreal, QC, Canada
Bronfman Building, Canada

Job type: Full-time
Apply by: Oct 5, 2026
Experience: DEP - Secretarial Studies 3 Years Related Experience / DEP - Office Systems
Posting language: English
Posted: Sep 23, 2026

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Original job description

Please refer to the How to Apply for a Job (for External Candidates) job aid for instructions on how to apply.

If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar).

Position Summary:
Under the direction of the immediate supervisor, the incumbent coordinates and organizes details for events such as conferences, seminars, workshops, and reunions. They assign, distribute, and verify the work of others while also contributing to their training. The incumbent liaises with clients to determine requirements, coordinates all logistical arrangements, and ensures the smooth execution of events. They maintain accurate records and inventories, monitor and administer operating fund or accounts, and propose ideas to improve efficiency and support future events. Additionally, they collaborate and provide support to other internal teams involved in event planning and delivery.

Major Duties and Responsibilities:

- Coordination of logistics for events such as conferences, seminars, workshops, receptions and reunions. Organizes lunches, internal events and student-centered activities as needed. Assists in creating and updating event timelines to track all details for events ensuring deliverables are completed in a timely manner. Facilitate the synergy of the programs by maximizing economies of scale in the purchase of supplies and services for events and activities.
- Liaises with clients as needed to determine requirements and discuss arrangements. Coordinates all arrangements such as locations, setups, cleanliness, post-event cleanup and room resets, audio-visual materials, seating, food and bar service, including alcohol permits, and equipment rentals. Completes all room booking requests for event and meeting spaces based on faculty priorities. Advises supervisor of all event booking requests requiring event logistics meetings with clients. Meets with event organizers to discuss upcoming events, educate on McGill policies as needed (alcohol permits, weekend bookings), and book appropriate spaces.
- Act as resource person providing information to event organizers on the McGill Office of Sustainability model for sustainability certification. Ensure that event organizers are aware of services provided by Marketing and Communication team, including promotion, branded elements and merchandise.
- Tracks attendance and maintains records of events including number of attendees, quantity of food and alcohol ordered versus quantities consumed. Verifies, arranges, reviews data and presents to supervisor and clients.
- Monitors budgets and reports on expenses. Takes measures to cut costs for events using cost-effective suppliers.
- Recruits and organizes volunteers for certain events, liaising with Student Associations as needed.
- Assist with training for Hospitality Assistants. Monitor their task completion and report issues to supervisor
- Attends assigned events to monitor arrangements and ensures smooth execution of planned activities. Liaises with facilities personnel and suppliers of contracted services. Solves problems that arise during events. Liaises with appropriate units regarding security services and safety regulations.
- Maintains an inventory of materials and supplies appropriate to the activities and events. Places orders to replenish stock:
- Places stationary orders, ensuring purchases remain within allotted budget; coordinate deliveries and distribute stock.
- Places coffee orders, monitors, and reconciles coffee budget, coordinate deliveries and distribute stock;
- Maintains central events supplies inventory, including alcohol and decorations. Regularly maintains, monitors and replenishes inventory.
- Schedules meetings, contacts participants and books meeting rooms.  Assists with preparation of agenda.  Attends meetings, takes minutes, and follows up on decisions within area of responsibility.
- Creates purchase requisitions, coordinates deliveries and ensures invoices are paid in a timely manner.
- Reports to immediate supervisor and upper management as requested with regards to financial elements, profitability, sustainability, and success of events, making suggestions for future activities.
- Other duties as assigned.

The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks which may be performed by an employee whose position has been matched to this generic job description.

Other Qualifying Skills and/or Abilities:
Proven event planning experience required. Demonstrated organizational skills, and ability to multi-task. Ability to clearly transmit and receive information as well as good interpersonal skills for communicating with students, faculty members and departmental administrators and other institutions. Proven ability to provide excellent customer service. Accuracy, attention to detail, resourcefulness, ability to prioritize and meet multiple deadlines. Proven ability to draft correspondence, to proofread text and edit documents. Able to work independently and as part of a team. Ability to work and troubleshoot in a PC environment using word-processing, spreadsheets and presentation software, Adobe PDF, HTML and database packages; Banner, Minerva, McGill Marketplace. English and French, spoken and written.

As one of Montreal's Top Employers, here is what we offer:

Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
Competitive vacation policy
Two (2) personal days
Two (2) floating holidays
Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
Paid time off over the December holiday period
Tuition waiver for regular employees and their dependents
Up to two (2) days of remote work per week where the position permits

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.

Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level #4 (qualifier) on a scale of 0-4.

For a definition of our language proficiency levels, please click here.

Minimum Education and Experience:

DEP - Secretarial Studies 3 Years Related Experience / DEP - Office Systems

Hourly Salary:

(MUNACA Level F) $29.42 - $36.46

Hours per Week:

33.75 (Full time)

Supervisor:

Sustainability and Events Supervisor

Position End Date (If applicable):

Deadline to Apply:

2026-10-04

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, accessibilityrequest.hr@mcgill.ca.

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More about this job

Responsibilities

The incumbent coordinates and organizes logistics for various events including conferences, seminars, and workshops while managing budgets and inventories. They also provide support to internal teams, train hospitality assistants, and ensure the smooth execution of all planned activities.

Requirements

Candidates must have a DEP in Secretarial Studies or Office Systems and at least 3 years of related experience. Proficiency in both English and French, along with strong organizational and communication skills, is required.

Skills

Event planning
Logistics coordination
Budget monitoring
Customer service
Interpersonal skills
Organizational skills
Problem solving
Inventory management
Time management
Communication
Proofreading
Data entry
Microsoft office
Adobe pdf
Html
Database management

Benefits

Health insurance
Dental insurance
Life insurance
Tax free savings account
Competitive vacation policy
Personal days
Floating holidays
Summer fridays
Paid time off over the december holiday period
Tuition waiver

Visa sponsorship

Not detected in the job text

Keywords

Event planning
Logistics
Budgeting
Inventory management
Customer service
Sustainability certification
Banner
Minerva
McGill marketplace
HTML
Adobe PDF
Office systems
Secretarial studies
Hospitality
Procurement
Event coordination
Volunteer management
Financial reporting
Administrative support
Policy compliance

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