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University of Toronto

Event Coordinator

Toronto, ON, Canada

Pay: USW Pay Band 10 -- $72,119. with an annual step progression to a maximum of $92,226.
Apply by: Oct 3, 2026
Posting language: English
Posted: Sep 23, 2026

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Original job description

Date Posted: 09/23/2026
Req ID: 50297
Faculty/Division: VP - Division of University Advancement
Department: Alumni Relations
Campus: St. George (Downtown Toronto)
Position Number: 00060017
Existing Vacancy: Yes

Description:

About us:

The Division of University Advancement (DUA) aims to sustain and enhance the University’s academic mission, leadership, and worldwide impact, by engaging alumni and private sector constituents meaningfully in the mission of the University, building mutually beneficial relationships of increasing value and satisfaction over time.

DUA at the University of Toronto is engaged in a transformative agenda deeply rooted in the University’s vision for growth and innovation. We are focused on growing fundraising efforts; enhancing the effectiveness and satisfaction of alumni engagement and programs; building advancement talent capacity within and across divisions and creating an organization and culture that fosters diversity and inclusiveness.

Your opportunity:

Reporting to the Manager, Advancement Events and working as a member of the Advancement Events team in DUA Alumni Relations, the Event Coordinator plays a major role in delivering high quality, professional advancement related events. The Event Coordinator will work independently and be responsible for the co-ordination and management of a variety of events and special projects.

The incumbent works closely with partners across the University to analyze their event needs and proactively build relationships with program managers, speakers, and university executives to understand their requirements and feedback. The Event Coordinator effectively communicates event concepts and objectives through the development of guest experience decks to pitch event ideas and venue proposals that are responsive to the needs of University partners. The incumbent will be responsible for preparing detailed event materials and briefing senior University leadership on their role in the event.

The Event Coordinator will ensure administration and logistics are completed in an efficient and professional manner, effectively communicating event progress and managing the execution of events from beginning to end. The Event Coordinator oversees all event logistics including budgets, catering, room bookings and audiovisual needs. The Event Coordinator will maintain regular and open communication with vendors, discussing requirements, timelines, expectations and feedback.

The Event Coordinator is also responsible for clear and effective event communication including through invitations, registration web pages and correspondence with invitees and registrants. The incumbent also has knowledge and experience delivering large-scale and complex programming digitally and helps advance the University’s priorities through online engagement.

Your responsibilities will include:

Conceptualizing, organizing and executing event activities
Building and strengthening relationships with stakeholders and partners of strategic importance
Analyzing client needs and making recommendations on event logistics and options
Overseeing the implementation of event plans and activities
Liaising with clients and vendors to resolve minor complaints and address issues
Resolving issues that may occur during events and escalating problems as required
Conducting post-event evaluation, analysis and recommendations for changes
Creating and editing documents

Essential Qualifications:

Bachelor's Degree or acceptable combination of equivalent experience.
Minimum three (3) years relevant experience; events coordination and planning; proven successful experience with special events, managing volunteers and committees.
Experience with conceptualizing, implementing and managing event plans from beginning to end.
Experience supporting convocation activities
Experience with common online event platforms such as Zoom or MS Live.
Experience planning and hosting engaging virtual events, webinars, and online meetings using platforms like Zoom and Microsoft Teams, ensuring smooth execution and high attendee satisfaction.
Experience using an event registration system, such as RSVPify, PheedLoop, or a similar platform.
Experience working with and supporting senior University leadership
Strong computer skills with sound working knowledge of PC platforms; high level of proficiency with word processing, spreadsheets, e-mail, internet, and presentation software. Proficiency in Microsoft Office (Windows XP) and other Social Media Platforms.
Strong written and verbal communication skills; ability to relate well with staff, volunteers and donors. Demonstrated ability to apply a high degree of tact and sensitivity to daily activities and operate effectively in a multi-stakeholder environment.
Excellent customer service skills are essential.
Ability to communicate event concepts and ideas and prepare proposals.
Strong organizational and time management and multi-tasking skills required.
Proven ability to work independently and co-operatively on a team.
Flexibility and the ability to adapt to changing circumstances, with on-the-fly thinking.
Strong administrative skills; accuracy and attention to detail.
Proven ability to prioritize a large volume of work in a fast-paced, high performance team environment.

To be successful in this role you will be:

Courteous
Diplomatic
Multi-tasker
Organized

Closing Date: 10/02/2026, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $72,119. with an annual step progression to a maximum of $92,226. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Administrative / Managerial
Divisional HR Office Email:

Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

Job descriptions are available upon request for internal applicants.

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More about this job

Responsibilities

Coordinate and deliver advancement events and special projects from concept through execution, including budgets, venues, catering, audiovisual needs, registration, and event communications. Work with university partners, senior leaders, volunteers, and vendors, resolve event issues, and evaluate outcomes to recommend improvements.

Requirements

Requires a bachelor's degree or an acceptable equivalent combination of experience, plus at least three years of relevant event coordination and planning experience. Candidates should have experience with complex in-person and virtual events, convocation activities, senior university leadership, event registration platforms, and strong communication, organizational, administrative, and customer service skills.

Skills

Event Planning
Event Coordination
Budget Management
Vendor Management
Stakeholder Relations
Volunteer Management
Virtual Event Planning
Zoom
Microsoft Teams
Event Registration Systems
Microsoft Office
Written Communication
Verbal Communication
Customer Service
Time Management
Problem Solving

Visa sponsorship

Not detected in the job text

Keywords

Advancement Events
Alumni Relations
Event Planning
Event Coordination
Special Events
Event Logistics
Event Budgets
Catering
Room Bookings
Audiovisual
Vendor Relations
Stakeholder Engagement
Volunteer Management
Committee Management
Convocation
Virtual Events
Webinars
Online Meetings
Zoom
Microsoft Teams
Microsoft Office
Event Registration Systems
RSVPify
PheedLoop
Guest Experience Decks
Event Proposals
Post-Event Evaluation

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