The Alma Mater Society (AMS) is the University of British Columbia’s (UBC) student society, and works to improve the academic, social and personal lives of the 56,000 UBC students at its Vancouver campus. The AMS also runs nine food and beverage outlets, a catering and conference operation, and the AMS Student Nest, providing on-campus employment opportunities and generating revenue that goes directly back into supporting the students at UBC.
Position title: Senior Events Coordinator
Department: Catering & Conferences
Reports to: Catering & Conferences Business Development Manager
Supervises: None
Employee status: Temporary, full-time until June 12, 2026
Hours per week: 35
Compensation: Group 5 (MoveUP 378) - $30.04 per hour
About AMS
The Alma Mater Society (AMS), established as a formal constitution of UBC’s student organization in 1915, is UBC’s official student union and is the largest student union in Canada. Operating as an independent organization of UBC, the AMS advocates students’ interests and provides opportunities for their growth and advancement. The AMS represents over 56,000 undergraduate and graduate students and its priorities are determined by these members. In addition to offering services to students, the AMS is an advocate of students’ issues and ensures the needs of students are presented to the University administration and the provincial and federal governments. The AMS Nest is located on the traditional, ancestral and unceded land of the Musqueam people.
Every student at UBC is part of the AMS and the AMS is the manifestation of a shared student experience. From providing advocacy, to student services that support health and education, to reducing student debt, the AMS fights for student interests to the University and all levels of government so that all students can succeed in life and take ownership over their time at the University of British Columbia. The AMS is student-led, student-focused, and always student-first.
At the AMS, we believe that a diverse workforce enriches our organization and we value individual life experiences, knowledge and self-expression that different people bring. We actively seek to create an environment where all employees, regardless of their background, race, ethnicity, gender, age, sexual orientation, disability, or any other characteristics, feel valued, respected, and empowered to contribute their best. We warmly welcome and encourage individuals from any underrepresented group to apply for this position. We are dedicated to maintaining fair and inclusive practices in our hiring, promotion, and professional development processes to create the necessary conditions for a rewarding career.
Position Purpose
This position is required to actively sell, plan, book and execute conferences, weddings, trade shows, business meetings and catered events of commercial clients. In addition, this role is expected to develop, sell, and coordinate all conferences and events to the client’s specifications while adhering to all AMS departmental policies and procedures and exemplify a strong commitment to guest satisfaction.
Duties and Responsibilities
Responsible for selling, planning, booking and executing in cooperation with the operational team conferences and catered events to meet and exceed established sales goals
Actively soliciting new contacts and maintaining working relationships with all civic and industry organizations, corporate promotional contacts, and event and booking representatives. Serving as a liaison with outside agencies on ongoing promotional campaigns
Prospecting and closing new business and providing event consultation and planning services to clients by assessing meeting objectives and recommending specialized services. Up selling food and beverage services and additional functions to achieve established revenue goals
Planning the logistics for a wide range of events, catering, meetings and conferences, etc.
Coordinating internal service departments and ensuring customer satisfaction.
Ensure all necessary contracts, payments, invoicing, and other accounting matters are submitted in a timely manner as per the society’s procedures.
Distributing evaluation surveys to clients who have experienced AMS catering and conferences services
Promoting a positive, service oriented image of the AMS to all who apply to use our facilities and services
Providing on-site service for clients and foster strong working relationships
Compiling on-going sales activity reports for sales team
Conducting site tours / visits with potential clients
Actively conducting daily sales calls as per AMS sales plan
Tracking of all activities in the society CRM program
Keep current with industry trends
Working with the AMS mission statement and values to operate a successful department
Other duties as required
Qualifications and Experience
Minimum 2 years of post-secondary education in a related field
Minimum of 4 years of experience in a customer service and sales environment, ideally in hospitality or tourism
Proven track record in achieving sales targets and familiarity with utilizing selling techniques is required
Ability to work effectively with students and external clients of AMS in an enthusiastic and positive way
Excellent organizational, administrative, and interpersonal skills especially with conflict resolution
Experience in event coordination and/ or meeting planning is an asset
Experience in tracking sales calls, new business solicitation and lost business
Experience creating and managing sales budgets
Must be able to prioritize, organize and work in a team environment
Must have ability to work under pressure and under own initiative
Basic knowledge of MS Office suite
Knowledge of Caterease software is an asset
Excellent communication skills
To Apply:
Please submit your resume and cover letter.
Application deadline: 11:59pm August 5, 2025.
Due to the large volume of resumes we receive at the AMS, we are only able to contact those we are interested in interviewing and cannot reply to email/phone/walk-in inquiries regarding application status.
