Date Posted: 09/25/2025
Req ID: 45297
Faculty/Division: Faculty of Law
Department: Faculty of Law
Campus: St. George (Downtown Toronto)
Position Number: 00043182
Description:
About us:
The Henry N.R. Jackman Faculty of Law is one of the oldest professional faculties at the University of Toronto. Today, it is one of the world's great law schools. The Faculty's rich academic programs are complemented by its many legal clinics and public interest programs. Jackman Law is housed in the elegant, state-of-the-art Jackman Law Building, alongside two historic buildings, Flavelle House and Falconer Hall, on the St. George Campus in downtown Toronto.
Your opportunity:
Working on-site, and under the supervision of the Events Supervisor, the Events Coordinator develops and organizes the logistics of numerous/multi-day events within tight timelines and competing deadlines. The incumbent serves as a main contact between the Faculty of Law and its faculty and event conveners, ensuring the successful delivery of workshops, conferences, roundtables, business luncheons , dinners and other events with the highest level of quality.
Your responsibilities will include:
- Plan and coordinate events by acting as the first point of contact for enquiries, developing event schedules, and overseeing logistics such as room bookings, catering, permits, and audio-visual needs.
- Execute event operations, including preparing itineraries, service contracts, invoices, and floor plans, while ensuring smooth set-up, delivery, and post-event wrap-up.
- Collaborate with internal and external stakeholders (clients, vendors, service providers, and committees) to ensure requirements are met and issues are resolved.
- Develop and maintain communications by creating promotional content, maintaining digital platforms and social media, and liaising with communications staff to market events and services.
- Provide administrative support, including data entry, generating reports, analyzing processes, and recommending improvements for efficiency.
- Monitor event quality and outcomes through post-event evaluations, reporting, and recommendations for future improvements.
- Collaborating on financial tasks such as cost estimates, handling expenses, issuing receipts, and processing invoices.
- Provide guidance to casual staff on procedures, health and safety, and service standards.
Essential Qualifications:
- Bachelor's Degree or acceptable combination of equivalent experience.
- Minimum three years of directly related experience in planning, organizing, and executing events, preferably in a university or comparable environment.
- Demonstrated experience coordinating logistics such as room bookings, catering, audio/visual services, and permits for small to large-scale events.
- Experience preparing service contracts, invoices, itineraries, and floor plans for events.
- Experience developing content for marketing, promotional materials, and digital platforms, including social media.
- Experience analyzing administrative processes, post-event feedback, and recommending improvements.
- Experience collaborating with clients, vendors, and internal stakeholders to resolve issues and ensure event success.
- Experience supporting financial processes such as cost estimates, expense tracking, and processing invoices and receipts.
- Experience drafting reports, promotional content, and professional correspondence, with a strong attention to detail
- Experience providing guidance or direction to casual staff or volunteers.
- Strong organizational and time management skills with the ability to manage multiple competing deadlines and priorities.
- Excellent communication skills, both written and verbal.
- Superior customer service and stakeholder engagement skills.
- Strong analytical and problem-solving skills to identify needs, recommend solutions, and adapt to changing requirements.
- Proficiency with MS Office Suite (Word, Excel, PowerPoint, Outlook), event management software and digital platforms.
- Ability to work effectively under pressure, manage urgent or unpredictable assignments, and maintain professionalism in a high-volume environment.
- Flexibility to work evenings and weekends as required by event schedule.
Assets (Nonessential):
- Familiarity with creating event layouts, floor plans, or using CAD-style software for space planning.
- Knowledge of accessibility standards and best practices for inclusive event planning.
To be successful in this role you will be:
- Adaptable
- Diplomatic
- Multi-tasker
- Organized
- Problem solver
- Tactful
- Team player
Closing Date: 10/03/2025, 11:59PM ET
Employee Group: USW
Appointment Type: Budget - Term
Schedule: Full-Time
Pay Scale Group & Hiring Zone:
USW Pay Band 10 -- $72,119. with an annual step progression to a maximum of $92,226. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol.
Job Category: Hospitality
Please note the following:
- Term position - This a term position from date of hire to November, 2026.
- A full detailed job description is available to USW staff-appointed employees upon request to the Professional Faculties HR Office: pfhr@utoronto.ca.
- This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto’s Alternative Work Arrangements Guideline.
Lived Experience Statement
Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.
