Office Assistant C (Guests & Special Events)

About the role

The Guests & Special Events Assistant supports the Schulich School of Music by providing administrative and logistical assistance for guest artist residencies, lectures, masterclasses, juries, competitions, and other special events. Reporting to the Production, Events and Communications Administrator, the role ensures smooth coordination from contract signing to post‑event reconciliation.

Key responsibilities

• Track, contract, and document guest engagements in line with budgetary and policy requirements.
• Coordinate travel, logistics, and on‑site support for guests, juries, and musicians during events.
• Provide logistical support for planning and executing special events and external concert series.
• Gather documentation for expense reports and prepare files for payment processing.
• Assist with other tasks as assigned by the supervisor.

Required profile

• Excellent organizational, planning, and project coordination abilities.
• Strong written and verbal communication skills.
• High attention to detail and capacity to manage multiple priorities.
• Experience in event coordination, guest services, or complex administrative activities.
• Ability to handle confidential information with discretion.
• Willingness to work flexible hours, including occasional evenings and weekends.

Required skills

• Familiarity with website content management systems (preferred).
• Knowledge of event management tools (preferred).