Academic Event Coordinator

Are you an organized, proactive self-starter with a passion for event coordination and administrative excellence? Randstad is currently seeking an Academic Event Coordinator for a reputable organization in Waterloo, ON.

In this dynamic 3-month contract role, you will play a key part in supporting departmental leadership and faculty members. Your primary focus will be taking ownership of upcoming high-profile events, while providing dependable administrative, scheduling, and organizational support to ensure smooth daily operations.

Advantages
- Work within a supportive, community-oriented professional environment in Waterloo.
- Enjoy a standard 35-hour work week with flexible core hours (typically 8:30 AM – 4:30 PM), with work hours adjusted accordingly during weeks with scheduled events.
- Direct involvement in coordinating major events, guest speaker engagements, and key initiatives.
- Compensation - $23.00/hour to $27.00/hour

Responsibilities
- Coordinate travel arrangements, documentation, and expense reimbursements for visiting speakers and dignitaries.
- Liaise with internal teams to organize IT equipment, facilities setups, and catering services.
- Provide hands-on, day-of administrative and logistical support during event execution.
- Collaborate on the development and distribution of event promotional materials.
- Maintain event tracking, process documentation, and calendars.
- Provide general administrative support to team members and instructional staff.
- Assist Department Chairs and Program Directors with scheduling, agenda preparation, and minute-taking for meetings.
- Review, organize, and process expense reports and financial documentation.
- Update departmental web pages, handbooks, and directories as directed.
- Support onboarding/offboarding logistics each term.

Qualifications
- Bachelor’s Degree (preferably in Liberal Arts, Social Sciences, or a related field) or equivalent combination of education and administrative experience.
- 1+ years of administrative experience, with a strong, proven background in event planning and coordination.
- Proficiency with standard office software (Microsoft Office Suite: Word, Excel, PowerPoint, Outlook).
- High degree of initiative, resourcefulness, sound judgment, and the ability to work independently with minimal supervision.
- Exceptional attention to detail, time-management skills, and ability to handle multiple priorities in a fast-paced setting.
- Willingness and availability to work occasional evening or weekend hours to support scheduled events (working hours adjusted to maintain a 35-hour week).

Summary
This position is ideal for an administrative professional who thrives in a collaborative environment and excels when managing moving parts. If you enjoy bringing people together through seamless event execution and take pride in delivering top-notch administrative support, this role offers a fulfilling platform to showcase your skills and expand your professional network.

How to apply:
1) Respond directly to this job posting by registering and applying to the posting directly at www.randstad.ca
2) Please also directly email: saudia.yusuf@randstad.ca AND chantal.cook@randstad.ca with the title "Academic Event Coordinator"

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.