Event Assistant Jobs in Waterloo, ON (NOW HIRING)

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Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position is August 27, 2026 at 11:59PM.

Term: 2 years

This position is being offered as a Secondment or contract opportunity.

Job Description:

Primary Purpose

The Events Coordinator is the primary point of contact for the Employer Information Sessions (EIS) portfolio, and is responsible for the planning, coordination, implementation, and evaluation of all sessions, both in person and virtual. The Events Coordinator works closely with employers and their respective Service Team members in CEE to ensure their information session is a successful complement to their recruiting strategy and supports their need to recruit and retain talent with the right competencies to navigate the future of work in an emerging, complex global workforce. The Events Coordinator leverages their knowledge of brand exposure opportunities and their relationships with CEE Service Team members to support stakeholders and create co-op opportunities. The Events Coordinator performs their duties with a high level of organization, communication, and transparency with all relevant stakeholders and CEE staff.

Key Accountabilities

Service Delivery

• Act as primary contact for employers through the entirety of the Employer Information Session (EIS) process (from pre-registration inquiries to post-event debrief) and supporting their unique recruitment approach.

• Evaluate the success of each EIS and provide follow up and debrief information to employers and CEE stakeholders, managing any necessary service recovery with support of the Assistant Service Manager when required.

• Builds relationships to further the success of the portfolio with employers, CEE staff and Service Team members, campus partners, and relevant stakeholders both internal and external to the University of Waterloo.

• Advise stakeholders on optimizing the brand exposure opportunities available to them, potentially converting event requests to a fee-based service.

• Informs Assistant Service Manager and other relevant service team members (Account Manager, Account Coordinator, Business Developer) of event outcomes, trends, and past/future events when needed.

• Delivers service to clearly defined and targeted standards (i.e. response time, quality of communications, etc.) and in accordance to the University's Service Promise, Values and Equity, Diversity, and Inclusion.

Stakeholder & Event Support

• Maintain accurate records of employer communications, event documentation, and termly registration and employer related information to support successful events and service team inquiries. Includes completing a comprehensive post event debrief.

• Assess each registration form for accuracy and validity of the information submitted, advise stakeholders of the optimal brand exposure opportunity that aligns with their recruitment strategy.

• Assist employers throughout the registration and scheduling of an information session, advising on academic cluster targets and timing of event to mitigate attendance risks and ensure equitable student access and that there are no concurrent events.

• Support employers with training, troubleshooting, and support of system and audio-visual equipment both in advance of and during an EIS (for both in person and virtual).

• Contribute to employer satisfaction and retention by advising employers on student recruitment event best practices and support employer on campus visits when required.

• Ensure processes supporting the promotion of each event are consistent and equitable and align to the defined promotional guidelines.

• Develop and maintain up to date knowledge base of employer trends, related to networking events to assist employers with aligning an event as a complement to their recruiting strategy.

• Ensures that Employer Information Sessions adhere to University of Waterloo policies such as branding, health and safety, alcohol consumption, fire capacity etc.

• Coordinates with employers and internal/externals campus contacts to manage the delivery, distribution, and return of information session promotional materials.

• In partnership with the Assistant Service Manager, ensures the preparation of vital termly communications and registration form and website updates, acting as Subject Matter Expert when liaising these updates to CEE Business Services.

Training, Mentorship & Continuous Improvement

• Supports Assistant Service Manager with recruitment of new team members including co-op students, by participating in interview selection and/or interviewing.

• Mentors co-op student(s) in partnership with Assistant Service Manager, including providing regular feedback, leading one-to-one meetings, and assisting with the completion of the student performance evaluation.

• Trains new team members and supports them with learning the intricacies of the role, including event facilitation, promotional activities, venue specific knowledge and policies.

• Subject Matter Expert on Employer Information Session policies, procedures, campus partners and industry trends; may participate in working groups across CEE providing valuable insight and feedback from an EIS perspective.

• Actively contributes and recommends areas of opportunity for continuous improvement by supporting initiatives, other projects, and participating in meetings to better serve our stakeholders.

• Executes temporary, additional work for a limited time within or outside the direct scope of role, to support Co-op Services unit or other units within CEE.

Required Qualifications

Education

• Completion of post-secondary education required; university undergraduate degree preferred.

• Equivalent combination of education and/or experience will be considered.

Experience

• 1-2 years of experience in an events, operations, marketing, communications, or customer service.

• Experience in an administrative support role in a fast-paced environment.

• Experience with a customer administration/database system, Customer Relationship Management (CRM) system, or administration system (i.e., WaterlooWorks) strongly preferred.

• Experience with unified communication platforms strongly preferred.

• Knowledge of employment processes,co-op programs, policies and guidelines preferred.

• Experience with Microsoft Office suite.

• Experience in a mentorship role an asset.

Knowledge/Skills/Abilities

• Exceptionally high tolerance for multi-tasking, tight deadlines, balancing multiple projects, and is flexible to changing demands and tolerant of multiple priorities and ambiguity.

• Apply critical thinking when assessing a problem, to determine the best course of action and urgency, while using a high degree of intuition and judgment.

• Strong interpersonal and communication skills with a proven ability to build relationships and manage strong rapport with internal and external stakeholders as an effective communicator and collaborator.

• Works well independently and in a team environment, with the ability to balance and support a team with fluctuating workload demands.

• Demonstrated technological agility to adapt to changing and evolving digital platforms to support our service.

• Ability to self-assess current skills, with a commitment to lifelong learning and expanding and transferring knowledge and expertise to adapt with evolving business needs in the workplace.

Equity Statement
The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Metis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
Positions are open to qualified candidates who are legally entitled to work in Canada.
The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources athrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.