Conferences & Special Events Coordinator

About the role

The Conferences & Special Events Coordinator supports McGill University by planning, coordinating and executing a variety of events such as conferences, seminars, workshops and reunions. Working under the Sustainability and Events Supervisor, the incumbent manages logistics, client liaison and budget monitoring to ensure smooth and sustainable event delivery.

Key responsibilities

• Coordinate all logistical aspects of events, including venue booking, room setup, audio‑visual equipment, catering, alcohol permits and post‑event cleanup.
• Maintain accurate records of attendance, food and beverage consumption, and prepare reports on budgets, expenses and sustainability metrics.
• Recruit, train and supervise volunteers and Hospitality Assistants, and act as on‑site monitor during events to resolve issues.
• Manage inventory of event supplies, place purchase requisitions, track deliveries and ensure invoices are processed promptly.

Required profile

• Proven experience in event planning and coordination.
• Strong organizational abilities with a focus on detail, accuracy and meeting multiple deadlines.
• Excellent customer service and interpersonal communication skills in English and French.
• Ability to work independently and collaboratively within a team environment.

Required skills

• Microsoft Word, Excel and PowerPoint.
• Adobe PDF handling and basic HTML.
• Familiarity with university systems such as Banner, Minerva and McGill Marketplace.

What we offer

• Competitive benefits package including health, dental and life insurance.
• Defined contribution pension plan with up to 10 % employer contribution.
• Group RRSP and TFSA options.
• Generous vacation policy, personal days, floating holidays and “Summer Fridays”.
• Tuition waiver for employees and dependents.
• Up to two days of remote work per week.