Staff - Union Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Administrative Support 4 (Gr7) Job Title Event Planner Department Event Planning | Leadership | UBC Robson Square Compensation Range $4,594.00 - $4,827.00 CAD Monthly Posting End Date May 31, 2025 Note: Applications will be accepted until 11:59 PM on the Posting End Date. Job End Date At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career. Please apply with a resume and cover letter outlining your interest and Event Planning experience. Job Description Summary The Event Planner is an integral part of the entrepreneurial Event Services team who plans, organizes, and executes a wide variety of events ranging from small meetings to large conferences and receptions. This position oversees the complex logistics of all events, implements procedures and client services standards, coordinates the event planning and delivering processes and priorities, and builds and maintains positive relationships with key UBC and non-UBC teams to service approximately 3,100 innovative and memorable programs and events annually. This position oversees the logistics to effectively deliver events that meet the needs of various clients through ethical and supportive guidance, including space/user agreements, promoting catering and audio visual requirements, invoicing, and ongoing clear, concise, and timely communication. Exemplary customer service ensures all internal and external clients receive an outstanding and memorable event experience. The Event Planner adheres to UBC and UBC Robson Square policies and ensures unit standards and protocols required of an internationally recognized university are met. This pair of 1.0FTE positions work collaboratively within a flexible schedule that allows the incumbents to meet with clients periodically during the evening and weekend, as dictated by the needs of the client/event. Organizational Status The Event Planner reports to the Relationship Manager at UBC Robson Square. The Event Planner has close working relationships and interacts regularly with various departmental staff, clients, guests, on-campus and off-campus resources/service departments, administrators of Faculties, Schools and Departments, and outside suppliers of goods and services. Work Performed Oversees a variety of complex client event logistics by coordinating and planning processes and priorities Builds and maintains positive relationships with clients. Evaluates client needs on room and equipment, provides recommendation of appropriate mix of facilities and services to each individual client (via site tours, emails, phone calls, quotes and referrals to online materials). Promotes additional services offered by UBC Robson Square or recognized service providers. Secures appropriate space by booking the client s event in departmental venue management system by entering and updating detailed information, ensuring no conflicts or interruptions with other events or operational requirements going on simultaneously, etc. Organizes all pre-, on-site and post-event activities by monitoring operational activities, regular communication with clients, addressing concerns and proactively resolving problems to ensure the success of each event. Liaises with various stakeholders (clients, Concierge, catering, AV and IT Services, etc.) in the coordination of logistics for successful events set-up (room configuration, set-up, removal, etc.). Implements standardized critical event plans and carries out all arrangements around preparation for and managing successful events (ie floor plans, catering needs, etc.). Responsible for timely and accurate deposit and payment processing, invoicing, contract receipt, and collection of outstanding accounts receivable. Actively supports client retention strategies by implementing and monitoring established standards for client services, accuracy and efficiency as they relate to the success and completion of events; maintains structured and routine contacts with clients. Resolves client escalations in a timely and client-centric fashion with assistance from Manager as warranted. Actively participates in weekly production meeting. Creates and distributes agenda, prompts partners and colleagues review information prior to meeting, and follows up as necessary. Researches, prepares reports and makes recommendations effecting event planning and administration of various events; works with colleagues to implement new systems and policies. Drafts and updates Event Planner manual. Assists in implementing new space rental marketing strategies. Regularly reviews client evaluations and helps assess the unit s overall effectiveness with respect to customer service and quality. Provides timely and appropriate feedback, and works with colleagues and service providers to implement constructive resolutions to problem areas. Ensures clients are aware of terms of contracts, agreements, policies and procedures for the University of British Columbia and UBC Robson Square, including all payment terms. Follows up to ensure facilities are maintained in good operating order for all event activities and initiates various work requests for services before/after event delivery. Monitors and updates website and other social media sites, as relating to facility and events (posting upcoming, featured events; removing old postings; updating pricing information; posting facility news, etc.). Updates pricing and room information within event management software. Performs other related duties as required. Consequence of Error/Judgement The mandate of UBC Robson Square is to provide consistently excellent customer service to all clients and colleagues who use the facility. UBC Robson Square is a team environment where staff members consistently go above and beyond the call of duty to ensure the each event is successful and that every customer is satisfied. From initial consultation to event management to final invoicing, it is critical that the Event Planner provide prompt, professional service at all times and under all circumstances. Decisions could have significant impacts on public perceptions of UBC and UBC Robson Square, both positive and negative. Service quality, program activity and community consideration are keystones of the facility and are very visible to the public in this downtown location. Poor decisions, errors and/or inept coordination could result in embarrassment for the University, diminution of its prestige and credibility and potentially significant negative financial implications. The Event Planner is expected to exercise judgment, diplomacy and tact in all interactions. Supervision Received Reports to the Relationship Manager. Works independently and in accordance with procedures and generally accepted event management standards. Work is reviewed for achievement of objectives. Supervision Given Formally trains new staff on work procedures and event software, and/or oversees work of students and/or temporary staff. Minimum Qualifications Willingness to respect diverse perspectives, including perspectives in conflict with one’s own Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion Preferred Qualifications High School graduation and two year post-secondary diploma. 4 years related experience or the equivalent combination of education and experience. Minimum of three years related experience preferably in event coordination/sales. Experience working in customer service, relationship management, and hospitality sales environment is required. Knowledge of current technologies for classrooms and meetings is an asset. Knowledge of the university environment, academic structure, university policies and protocol is an asset. Ability to strive under pressure and be able to manage multiple activities simultaneously with high-energy and positive thinking. Ability to efficiently and effectively coordinate tasks with multiple deadlines. Honed time management skills are crucial to the delivery of successful events. Ability to effectively promote appropriate services throughout the course of an event, including negotiation skills to finalize event details with clients and vendors. Actively demonstrate a collaborative and flexible working style and an ability to be a team player. Work with a variety of suppliers, contractors and other parties on the same event. Ability to make thoughtful, informed, and thorough decisions by staying organized and focused. Ability to speak with clients frequently, listening to their needs and presenting ideas and solutions to their requirements. Analytical and problem-solving skills along with effective conflict resolution skills with the proficiency to effectively analyze and develop solutions while exhibiting diplomacy, tact and initiative. Results oriented, articulate and creative with excellent customer service skills. Excited to work within a dynamic entrepreneurial environment with the ability to work flexible hours including some weekends and evenings. Excellent attention to detail. Strong planning, coordination and execution skills. Intermediate computer experience required: Microsoft Office (e.g. Word, Excel, PowerPoint, etc.) as well as the effective and efficient use of Social Media platforms. The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally. A large part of what makes us unique is the community of engaged students, faculty, and staff who are collectively committed to shaping a better world. Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential. New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work. Are you ready to embrace the future together? Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority. If you have any accommodation or accessibility needs during the job application process, please contact the Centre for Workplace Accessibility at workplace.accessibility@ubc.ca.
