Position Profile
Title: Event Coordinator
Reporting Structure: Reports to Engagement Director
Organizational Status: Full-time
Level: Mid-Level
Compensation: $50,153/year
Hours: 40 hours/week
Application Deadline: Until a suitable candidate is found
Start Date: June 16, 2026
Organization Summary:
The Students’ Association is an autonomous, student-led organization that is dedicated to serving and representing students at NorQuest College. We represent and advocate for students, offer meaningful opportunities for students to get involved and provide a range of services to assist students when they need support.
Summary of Position:
The Event Coordinator, reporting to the Engagement Director, is responsible for planning, coordinating, and delivering high‑quality events and student space programming for the Students’ Association of NorQuest College (SANQC).
This role leads the operational and logistical delivery of events, including large‑scale and high‑profile events. The coordinator is responsible for space bookings, layouts, schedules, budgets, vendor coordination, and on‑site delivery. The role works closely with SANQC teams, college departments, and external vendors to ensure events are well organized, welcoming, and delivered to a high standard.
As part of the SANQC team, the coordinator may contribute to internal or external committees and initiatives that align with SANQC’s purpose and vision of transforming the student experience.
From time to time, the coordinator may be required to perform additional duties to support the smooth functioning of the organization.
Duties and Responsibilities:
Design Creative and Engaging Student Experiences
- Contribute creative ideas and concepts that enhance the overall student experience and make events feel welcoming, engaging, and memorable.
- Work with SANQC teams to design event elements that reflect student interests, campus culture, and diverse student communities.
- Consider flow, atmosphere, and interaction when planning events, including use of space, timing, décor, and programming elements.
- Identify opportunities to improve student participation and engagement through thoughtful event design and delivery.
- Balance creativity with strong logistics to ensure engaging ideas are practical, achievable, and well executed.
- Gather student and stakeholder feedback to inform future improvements and help refine creative approaches to events and programming.
Event Planning and Coordination
- Coordinate the planning and delivery of events from start to finish, ensuring all details are clearly planned, documented, and executed.
- Develop and maintain detailed project plans, task trackers, and master timeline documents.
- Coordinate work across SANQC teams and college departments to ensure clarity of roles, responsibilities, and timelines.
- Monitor progress, identify risks, and follow up to keep events on track.
- Prepare planning documents, schedules, presentations, and summary materials as required.
- Maintaining inventory of event supplies and equipment.
Event Logistics and On‑Site Leadership
- Lead the end‑to‑end logistical coordination of events, including setup, execution, and teardown.
- Coordinate space bookings with NorQuest College and external venues, confirming layouts, accessibility needs, technical requirements, permits, and schedules.
- Design event layouts, seating plans, registration flows, and on‑site logistics
- Create detailed setup and teardown instructions, event schedules, and checklists.
- Act as the primary on‑site lead during events, directing vendors, staff, and volunteers as required.
- Respond to issues during live events and make timely decisions to ensure smooth delivery.
- Oversee post‑event wrap‑up, including material returns, documentation, and feedback collection.
Budget, Vendor, and Contract Coordination
- Develop and manage detailed event budgets, ensuring events are delivered within approved funding.
- Monitor spending, track variances, and recommend adjustments as needed.
- Coordinate vendor agreements and contracts, including scopes of work, timelines, deposits, and deliverables.
- Negotiate pricing and service details within approved parameters.
- Liaise with internal teams to ensure approvals, and documentation processes are followed.
- Track invoices and support reconciliation and reporting related to event expenses.
Risk, Safety, and Compliance
- Identify potential risks related to events and implement appropriate mitigation strategies.
- Coordinate safety, accessibility, and emergency planning for events.
- Ensure compliance with health, safety, insurance, and venue requirements.
- Coordinate permits, insurance documentation, and emergency procedures as required.
Student Space Programming and Coordination
- Coordinate the scheduling and operational planning of student space programming.
- Manage space usage, equipment and supply, bookings, and room setups.
- Ensure student spaces are welcoming, inclusive, accessible, and ready for programming.
- Gather participation data and feedback to support evaluation and continuous improvement.
Skills & Abilities
- Clear and professional communication skills.
- Strong organization and time‑management skills.
- High attention to detail, especially when coordinating logistics and schedules.
- Confidence managing space bookings, layouts, and event logistics.
- Ability to juggle multiple priorities and work with different teams at once.
- Comfortable responding to issues as they come up during live events.
- Comfortable using office software, scheduling tools, and event or project‑tracking systems.
- Able to work independently while also contributing as part of a team.
Education and Experience
- A diploma in event management, communications, business, or a related field (or equivalent experience).
- 3+ years of experience coordinating or leading events, programs, or engagement initiatives.
- Experience in student engagement, community programming, or post‑secondary settings is an asset.
Knowledge (Assets, Not Requirements)
- Familiarity with student engagement and campus programming.
- Experience working with vendors, partners, or sponsors.
- Knowledge of NorQuest College and SANQC services (or similar post‑secondary environments).
Hours of Work
- 40 hours per week
- Monday – Friday
- Monday – Thursday: 8:00 a.m. – 4:30 p.m. (hybrid, mostly on-site)
- Friday: Remote, 8:00 a.m. – 4:30 p.m.
- Occasional evenings and weekends may be required
How to apply: Through our portal https://studentassociationofnorquestcollege.bamboohr.com/careers
SANQC values diversity: We encourage all qualified applicants to apply with confidence.
We thank all applicants for their interest; however, only those individuals selected for an interview will be contacted.
