Competition Number: J0626-0513
Position Title: Event Planning Specialist
Position Number (Final): 00507119
Vacancy Type: Existing Position
Employee Group: Support Staff - USW Local 2010
Job Category: Other Professionals
Department or Area: SmithEng - Faculty Office
Location: Kingston, Ontario, Canada
Grade: 07
Hours per Week: 35
Job Type: Permanent (Continuing)
Shift: 7 Monday - Friday
Number Of Positions: 1
Date Posted: June 24, 2026
Closing Date: July 1, 2026
Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1, 2022, but the University may reinstate them at any point.
Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.
We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.
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Disclaimer: As part of the application process at Queen's University, our recruitment system uses Artificial Intelligence (AI), as defined under the Ontario Employment Standards Act, to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.
A Brief Overview
Reporting to the Associate Director, Communications and Digital Engagement, the Event Planning Specialist plays a critical role in planning and delivering key events that support the Stephen J.R. Smith Faculty of Engineering and Applied Science. The position works in direct and ongoing collaboration with Faculty leadership and event hosts, contributing early in the planning process to ensure event strategy and design align with the Smith Engineering brand and its audiences.
The incumbent will work closely with students, staff, faculty and educators, and alumni to coordinate academic and community building events. Through thoughtful planning and execution, the Event Planning Specialist helps advance core Faculty priorities and strengthen how we engage with one another and with the broader community.
The schedule for this position requires the incumbent to work outside normal business hours such as evenings and / or weekends and occasionally travel overnight when conferences and other special events are outside Kingston, adjusting weekly work hours to meet program needs.
This position plans and coordinates key and/or high-profile conferences, international visits, and other events. This position reviews and approves contracts up to $10,000 for venues and other supplier goods and services. This position coordinates logistics to ensure events meet objectives. This position prepares content for websites and other marketing material. This position also performs accounting and bookkeeping activities for events including accounts payable, accounts receivable, expenses, reconciliations and reports.
The schedule for this position requires the incumbent to work frequent early mornings, evenings and weekends, according to program or area needs.
What you will do
- Plans and coordinates key and/or high-profile conferences, international visits, and other events.
- Reviews and approves contracts up to $10,000 for venues and other supplier goods and services.
- Coordinates logistics to ensure events meet objectives.
- Prepares preliminary budgets.
- Maintains and updates databases.
- Prepares and updates program policies.
- Performs accounting and bookkeeping activities for events including accounts payable, accounts receivable, expenses, reconciliations and reports.
- Prepares content for websites and other marketing material.
- Identifies and creates event designs, concepts, and approaches to ensure that events meet objectives.
- Leads on-site decisions as primary contact during event delivery, providing support for escalated issues and ensuring most efficient solutions.
- Prepares and analyzes event data and reports findings to key stakeholders.
- Other duties as required in support of the department and/or unit.
Required Education
- Four-Year Bachelor Degree or equivalent.
- in event management preferred.
Required Experience
- More than 3 years and up to and including 5 years of experience.
- Experience working at a post-secondary education institution considered an asset.
- Experience planning, coordinating and/or managing events or promotions considered an asset.
- Experience in planning and/or managing projects considered an asset.
Consideration may be given to an equivalent combination of education and experience.
Job Knowledge and Requirements
- Practical and applied knowledge of specialized methods and processes that are typically acquired through a combination of technical or academic qualification and/or work experience.
Provide consultation and advice on non-straightforward and/or complex issues.
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- Interaction with others typically requires interpersonal skills and the ability to understand and influence.
Adapt messages to meet the needs of the intended audience.
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Build relationships, trust and credibility.
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- Manage own work and may train and review the work of casual employees, work study students and/or volunteers, to see commitments through to completion.
- Contribute to setting work priorities and direction, supporting the team in achieving goals and objectives.
- Participate in project team meetings and develop individual project plans.
- Lead procedural or technological change within a unit.
- Identify new problems and seek information and input to fully understand the cause of problems.
- Identify opportunities to improve the effectiveness and efficiency of work processes.
- Draw logical conclusions and provides opinions and recommendations.
- Research equity, diversity, accessibility and inclusion resources and best practices relevant to the job and unit operations in order to inform evidence-based planning.
- Commitment to principles of equity, diversity, accessibility, inclusion, Indigenization and human rights for equity deserving groups.
The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.
The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at [email protected].
