Event Coordinator

City Centre Campus Jobs / / / Posted Apr 21st, 2021

Job Category | Full-Time (2-year Term)
Salary | $40,000 – $50,000 per annum
Location of Work | City Centre Campus (CCC)

Posting expires May 5, 2021 at 4:30 p.m.

About SAMU 

The Students’ Association of MacEwan University (SAMU) is a non-profit organization working independently from MacEwan University to support students. Our purpose is to enrich the student experience by focusing on their non-academic needs through an array of student-driven programs and services.

We are governed by elected student representatives who set the strategic vision on behalf of students. With support from over 50 full- and part-time staff, we keep our mandate student-focused to achieve the vision.

Our Vision

The Students’ Association of MacEwan University will be a strong advocate, exceptional resource, and a clear voice for the MacEwan University student. We will have one aim – to create a one-of-a-kind university experience by recognizing the student as our greatest asset and inspiration.

Job Summary

The purpose of the Event Coordinator is to collaborate and work on aspects of complex events at SAMU, from conception to execution in collaboration and with, and direction from the Event Producer. The Event Coordinator must also see their own list of programming through with assistance and supervision from the Event Producer. Objectives include but are not limited to; creating diverse and appealing initiatives; increasing student engagement and relationships with community, quality of service, and relevance; planning events on time, within budget, and within university parameters.

Summary of Responsibilities

Planning and Logistics:

  • Assist with the development of concepts and ideas for events.
  • Consider potential faculty and community partnerships when planning initiatives.
  • Design events to meet the aesthetic and branding standards.
  • Assist with all major events, including but not limited to; Fall Fest, Speaker Series, Winter Welcome initiatives, New Programming, Reading Break, Year End Events/Awards.
  • Plan, run, and execute events and operations, including but not limited to; MacEwan Partnership events, one or more events utilizing student talent and/or professional roles for students, Food for Thought (Town Hall).
  • Book student entertainment, volunteers, venue, and facility requests with guidance from the Event Producer.
  • Support the acquisition of sponsorship, as required.
  • Coordinate promotional materials, merchandise items, and information.
  • Arrange transportation and deliveries when necessary.
  • Assist with the preparation of hospitality riders.
  • Coordinate décor that is functional and enhances in person or hybrid events.
  • Collaborate with Marketing Department and MacEwan Departments to support promotion of events.
  • Ensure student and community contracts are fully executed, adhered to, and payment takes place in a timely manner.
  • Liaise with Event Producer and other members of SAMU to ensure project requests are completed.


  • As part of the Events Team, the Event Coordinator will have opportunities to conduct interviews, hire, train, support and develop the part-time Event Assistant along side the Event Producer.
  • Ensure individual projects and general event needs are met.
  • Collaborate with Event Producer on event set-up and tear down.
  • Assist with technical and production aspects, as needed.
  • Manage day of details such as entrance, tickets, meet and greets.
  • Coordinate and support volunteers throughout events.
  • Contribute to the development and maintenance of the Events Department annual budget.


  • Collect statistics to help with event reports, debriefs, and future events.
  • Collaborate with members of other departments within SAMU to support other initiatives.
  • Network and establish relationships with other stakeholders within MacEwan and the greater Downtown community.
  • Research professional development opportunities and maintain up-to-date knowledge.
  • Support other SAMU staff as needed, as schedule allows.
  • Other duties/ projects as assigned by Event Producer.

Key Competencies

Accountability – Being accountable for one’s own actions and those of colleagues and the organization.

Adaptability – The ability to remain fully functional by adapting to changing circumstances (environment, procedures, people).

Student Orientation – The ability and willingness to find out what the student wants and needs and to act accordingly, taking the organization’s costs and benefits into account.

Social Awareness – Being aware of relevant social, political, and professional trends and developments and using this information for the organization’s benefit.

Planning and Organizing – The ability to determine goals and priorities and to assess the actions, time, and resources needed to achieve those goals.

Workmanship – Independently carrying out one’s work in accordance with professional standards of one’s profession. Developing oneself in one’s professional field. Having a thorough knowledge of one’s field.

Networking – The ability to develop and maintain relations, alliances, and coalitions within and outside the organization and to use them to obtain information, support, and cooperation.

Education and Experience

  • A diploma in a relevant area or equivalent education and experience such as Event Management or Arts and Cultural Management.
  • At least 2 years experience in the hospitality, entertainment, or event industry.
  • Experience in volunteer management and working in a post-secondary environment is considered an asset.

Position Specific Knowledge, Skills and Abilities

  • Strong computer skills and knowledge and ability to use various programs including Microsoft Office Suite.
  • Familiarity with both MAC and PC systems.
  • Ability to organize time and priorities with limited supervision.
  • Ability to work cooperatively with team.
  • Work flexible hours (evenings/weekends).
  • Drivers license and access to vehicle.

Other Position Assets

  • First Aid
  • ProServe/ProTech

Working Considerations

Light Effort, with ability to lift up to 50 pounds.

Terms of Employment

This full-time position features full health and dental benefits and a great work environment. Occasional weekend and evening work may be required however work hours are 35 hours/week.
Due to the COVID-19 Pandemic, SAMU uses (maintains) a hybrid working model that blends work from home and in- office operations based on specific job requirements and continued, uninterrupted access to essential services for students.

SAMU provides necessary equipment to accommodate effectively working both at home, and in the SAMU building.

Application Process

Please address your application to Courtney Milford, Event Producer. Please attach both your resume and cover letter in the application.

We thank all applicants for their interest in this position, but only those chosen for an interview will be contacted.

Apply Now