Events and Office Coordinator
The Events and Office Coordinator helps to create a welcoming and positive environment for all individuals that enter the office space or take part in programming. They ensure a seamless experience within the office space, for community members and space visitors alike. By offering continuous support and reliable service to the various groups that use our space as a work space and/or venue, this position is essential to ensuring all staff, startups, and Concordia community members can work with confidence and success. The Events and Office coordinator reports to the Administration and Compliance Lead.
Responsibilities
- Create events via ecosystem outreach to strengthen the D3 Innovation Hub community and its units
- Ensure continuous event and programs bookings
- Coordinates the booking of event venues in our office spaces on both the Loyola and Sir George Williams campuses, as well as external venues
- Triages event requests in a timely manner
- Meets with event hosts to workshop event ideas and align on audience, resources, format and purpose to build more meaningful events
- Provides logistical and administrative support to coordinate catering services, IT services, photography and videography
- Acts as liaison between event group and any communications support necessary to advertise the event to our community
- Reports to the office space to ensure continuous support to all space users
- Coordinates all events and ensures necessary set up, roll out and clean up
- Provides basic level of audio/visual support for events including conference phone and video setup, recording of events, presentation laptop setup, projector and TV connections, etc.
- Tracking of event attendance
- Coordination with administration for event expenses
- Establish and maintain effective office organization for program operation tasks
- Supports internal program sessions as needed
- Supports relationships between experts and the D3 Hub to coordinate expert sessions
- Informs space users of regulations and policies, fosters an environment where space users keep one another accountable. Communicates space regulations and expectations to ensure all users know what possibilities and limitations exist to ensure the best experience possible
- Ensure space occupation on a daily basis
- Works with Administration Lead to manage the users of the space
- Continuously improve the experience of usage and interactions within the space
- Schedules meetings, reserves conference rooms and classrooms for events
- Reports on space usage and needs and proposes opportunities/suggestions to the Space Redesign project
- Implements Space Design updates including preparation of purchasing requests, updating space configurations, maintain organization of the office space and cleanliness
- Coordinate with facilities for any cleaning and maintenance of the office space
- Space reconfiguration (including furniture displacement)
Requirements
- Bachelors’ degree; equivalent combination of education and events experience will be considered;
- Skilled in diplomatic, empathetic, and clear communication;
- Critical thinking required to verify information and data accuracy
- Demonstrated ability to negotiate multiple priorities and tasks simultaneously through diligent organization skills
- Instinct to take initiative to meet objectives
- Reliable and timely in both communications and presenting to the office
- Excels in facilitation situations
- Fluent in English and French
- Knowledge of the startup ecosystem is a plus
About D3 Innovation Hub
A constellation of innovation-driven entities and people, working together to accelerate innovation for global impact. D3 Hub units support different audiences in their exploration and acceleration of innovation and entrepreneurship. With complimentary programs and networks, we help change makers translate ideas to impact.