Overview:
The Events and Special Projects Officer will promote and further the mission of Advancement across the University of Waterloo through the development and execution of strategic programs, projects and events related to relationship building, fundraising and campaigns, or general Advancement activity. In addition, this role delivers event and marketing logistics and strategy to facilitate and nurture a culture of philanthropy across the university and promote Waterloo’s excellence externally. Delivering a high degree of customer service to internal and external stakeholders, the Events and Special Projects Officer oversees the VP Advancement’s calendar scheduling and strategy, facilitates and coordinates meetings, conceptualizes, plans, and executes events, and aids in the development of strategic communications that support the VP and senior leaders within Advancement, including digital strategy and content creation to promote Advancement activity.
Responsibilities:
Event management and special projects
Leads or supports the planning and logistics for general Advancement events, announcements, staff workshops, and large meetings ensuring the smooth and effective implementation of all event logistics
Represents Advancement and/ or supports on creation or execution of university wide events and related activity, liaising across the institution to ensure Advancement is an active participant and effective partner
Facilitates the use of virtual event platforms to manage virtual events and meetings, including managing panelists, setting up events, running video content and polls, monitoring live chats and offering technical support to participants as needed
Recruits, coordinates, and manages volunteers or other event staff support as needed
Solicits and compiles feedback for post-event debrief, implementing feedback to continuously improve future events and streamline existing processes
Coordinates marketing/ communications materials needed for various internal and external events, creating copy, digital templates, invitations, registration pages and marketing materials to assist in the promotion of events as required
Assists with social media content posting and monitoring related to events as required
Oversees, coordinates, and where appropriate, executes on assigned special projects and initiatives related to the delivery of key features of donor agreements or sponsorship activations
Communication and marketing
Partners with campus stakeholders and Advancement communicators to coordinate or prepare messaging, speeches, reports, presentations, and other materials for the VP or senior leaders representing Advancement
Collaborates and coordinates with Advancement and other campus communicators to support the VP’s social media presence – building a strong profile on key channels that draw attention to UWaterloo’s fundraising activities to raise profile and show thought leadership for recruiting purposes and to support a culture of philanthropy by proactively identifying opportunities to share social media content that supports the university’s key initiatives/ campaigns
Identifies target audiences and partners, using insight to support decision making and help inform the overall communication approach for the VP
Steers the social media strategies to align with ever-changing best practices, remaining current on the trends, technologies, issues, demands and approaches of communicating through social media channels
Reviews for consistency and accuracy, all drafted correspondence submitted to the Office of the Vice-President for the VP’s signature and ensures it is signed and sent-out in a timely manner
Acts, on occasion, as a point of contact between the VP and the Directors/AVPs in Advancement and ensures the effective flow of information and follow-up
Interacts frequently with the Office of the President, Provost, and other office administrators to relay information, seek advice, and engage parties in visits/ events/ meetings
Relationship management
Cultivates and stewards strong working relationships and partnerships with key departments within Advancement and across campus to identify strategic opportunities for collaboration to increase communication and enhance the resources available to Advancement professionals
Facilitates the execution of moves management actions for prospects assigned to the VP, developing an understanding of the strategies, and recommending actions and pivots. Also drafts and coordinates gift agreements and related correspondence on behalf of the VP, getting required approvals and liaising with Advancement donor relations, Faculties, SAFA and GSPA as required
Participates in regular prospect meetings with the Advancement Strategy team to align activity and strategy on prospects assigned to the VP and to manage actions required for progressing the President’s key Advancement relationships
Engages in frequent consultation and collaboration with Advancement communicators, and other campus communicators as needed, supporting the development of content and materials and assisting in obtaining the necessary approvals
Administrative management
Manages and coordinates the competing demands on the Vice-President’s time by providing advice, options, recommendations, and decisions regarding all aspects of the VP’s calendar and meeting schedule based on the VP’s priorities and goals
Prepares, in collaboration with the administrative manager, all materials the VP requires for effective participation in and/or chairing of internal and external meetings with donors and prospects, Advancement team members, organizations, and committees
Manages logistics for the VP’s travel and other senior leaders or guests of advancement
Interacts with senior university administrators, deans, faculty members, and corporate leaders and their executive administrative staff and key volunteers to schedule and prepare the VP for key meetings
Proactively offers strategic advice regarding meetings and events that should be initiated by the VP‘s Office and ensures that they are scheduled at an appropriate time
Maintains and updates an Advancement planning calendar for all Advancement staff with special events/visits including international meetings/events on a bi-weekly basis – requires regular contact with senior management and the President’s Office
Acts as a liaison with the President’s office and the Advancement team for access to the President’s time being requested through Advancement
Qualifications:
University degree, college diploma or equivalent education or experience
Proven experience providing communication, event, and project management support and leadership in progressive roles
Minimum of 5 years of experience in an office work environment that includes providing administrative and technical support.
Experience with digital analytics tools and social media platforms
Experience as a fundraiser or providing fundraising administration strongly encouraged.
Experience in a university advancement environment is an asset
Excellent listening skills and the ability to communicate clearly both verbally and in writing
Administrative experience with a demonstrated ability to manage multiple tasks, meet deadlines, and excel in a fast-paced environment with changing priorities
Self-directed with strong planning and organizational skills, exceptional time-management and demonstrated attention to detail
Flexibility to adapt to unexpected and time sensitive demands and conflicting priorities
Quick, accurate, methodical, and calm analysis of issues, constant communication of priorities, and collegial resolution to sensitive matters
Strong customer focus, sensitivity to diversity, excellent judgment ability, display of discretion and diplomacy and an ability to maintain confidentiality
Ability to trouble shoot and problem solve independently as well as when part of a team
High capacity for work and a willingness to go beyond a regular work schedule when required to meet deadlines
Ability to serve the needs of multiple stakeholders and elicit their confidence and cooperation
Demonstrated ability to effectively communicate and collaborate with all levels of an organization
Technical skills: Advanced knowledge of Microsoft Word, Excel, PowerPoint, Adobe, Outlook, social media (LinkedIn, Instagram, Twitter) and project management applications; Experience with, or knowledge of: Workday, iCIMS, SharePoint and Unit4 is an asset
Vaccination Requirement Statement:
Effective May 1, 2022, the University suspended its Vaccination Requirement. Prior to May 1, pursuant to this Requirement, all University employees were required to submit proof of full vaccination against COVID-19 (subject to the University’s obligations under the Human Rights Code to accommodate employees who were unable to receive a vaccination). The University’s Vaccination Requirement website can be found here: https://uwaterloo.ca/coronavirus/return/vaccination-requirement.
The pandemic is ongoing and public health advice continues to evolve. Accordingly, the University reserves the absolute right to reinstate the Vaccination Requirement on short notice, and upon such reinstatement you will be required to comply. You shall also be required to comply with any new health and safety policies/requirements implemented by the University from time to time, including new policies/requirements related to mandatory employee vaccination. As the University may need to reinstate the Requirement on short notice, it will continue to collect and maintain up-to-date information on employee vaccination status. Please submit your Covid-19 vaccine status (QR code) to: https://checkin.uwaterloo.ca/
Failure to comply with the Vaccination Requirement if it is reinstated, including failure to comply with any future amendments to the Vaccination Requirement, or failure to comply with new health and safety policies/requirements implemented by the University, including those related to new mandatory employee vaccination, shall result in discipline up to and including termination of employment.
The requirement to be vaccinated, if reinstated, will be subject to the duty to accommodate pursuant to the Human Rights Code. If you are unable to be vaccinated for reasons related to a ground protected under the Human Rights Code, you may submit a written request for accommodation with an explanation of the reasons and/or any supporting documentation. If you request accommodation, the University may follow up with you for further information if necessary.
Equity Statement:
The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.
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, Métis and/or Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
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 at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.