Part-Time Conference Services Assistant & Event Planner (contract)

EXTERNAL JOB POSTING

JOB TITLE:

Part-Time Conference Services Assistant & Event Planner

DESCRIPTION:

The Conference Services Assistant & Event Planner will play an important role in supporting the daily operations of Conference Services while helping ensure that events at King's University College are professionally organized, welcoming, and successful.

Reporting to the Conference Services Coordinator, this position is intended to provide operational and administrative support allowing for efficient management of room bookings, event planning, and client services.

The incumbent will:

• Assist with planning and coordinating conferences, meetings, workshops, receptions, and special events.
• Communicate with internal departments, external organizations, and event organizers regarding event requirements.
• Coordinate event logistics, including room layouts, furniture arrangements, audiovisual equipment, catering, signage, and parking.
• Prepare event schedules, setup instructions, and logistical details for campus service departments.
• Assist with event preparation, execution, and post-event follow-up.
• Provide on-site event support, including greeting guests, assisting organizers, and addressing last-minute requests.
• Support the planning and coordination of summer conferences, camps, and community programs.
• Assist with processing and managing room reservation requests using the College's booking system.
• Coordinate with academic scheduling and other departments to ensure effective use of campus spaces.
• Respond to event inquiries by email, phone, and in person in a professional and timely manner.
• Provide information regarding available facilities, event services, policies, and rental rates.
• Serve as a point of contact for event organizers during assigned events.
• Work closely with Catering, Information Technology, Physical Plant, Security, Parking, and other campus departments.
• Help troubleshoot event-related issues and communicate changes to the appropriate departments.
• Ensure event spaces are returned to their appropriate condition following events.
• Assist with preparing rental quotes, invoices, and payment documentation.
• Perform other related administrative duties as assigned.

QUALIFICATIONS:

• Post-secondary education in Event Management, Hospitality, Business Administration, Communications, or a related field is preferred.
• Previous experience in event planning, hospitality, customer service, administration, or conference services is an asset.
• Experience working in a post-secondary institution or similar environment is considered an asset.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple bookings, deadlines, and competing priorities.
• Strong attention to detail and problem-solving abilities.
• Friendly, professional, and customer-service-oriented approach.
• Ability to work independently and collaboratively with multiple departments.
• Proficiency in Microsoft Outlook, Word, Excel, and Teams.
• Experience with room booking or event management software is an asset.
• Ability to remain calm and adaptable when handling last-minute event changes.
• Part-time position, 15 hours per week, primarily during regular business hours.
• Occasional evening and weekend work may be required depending on event schedules.
• Work will involve a combination of office administration and on-site event support.
• May require walking between campus buildings, assisting with event preparations, and being on-site for extended periods.

TYPE OF JOB:

Part-Time Contract (15 hours per week)

JOB AVAILABILITY:

Newly created role

EFFECTIVE DATE:

As soon as possible until April 30, 2027 with the possibility of an extension.

SALARY:

$24.00 per hour

APPLICATION INSTRUCTIONS:

Submit a letter of application and resume. References required upon request. Interested persons may apply to: by clicking “Apply Now”.

Job candidates will be asked to provide a satisfactory vulnerable persons police clearance within 3 months of hire date.

Job description available upon request.

CLOSING DATE FOR APPLICATIONS:

Posted until filled.

The College is committed to advancing the Catholic intellectual tradition and welcomes faculty, staff and students from all faiths and backgrounds.

King’s University College is committed to Employment Equity and welcomes applications from qualified individuals, including persons of all genders and sexual orientations, persons with disabilities, Indigenous persons, and racialized people.

King’s University College is committed to recognizing the dignity and independence of all and seeks to ensure that persons with disabilities have genuine, open and unhindered access to the College’s employment opportunities. If you require an accommodation during the recruitment process, please contact Human Resources at 519-433-3491 for assistance.

All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.