Event Assistant (maternity leave)

Job Category

Job Profile

Job Title

Department

Compensation Range

Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

This posting is a maternity leave contract position from approximately mid-February 2025 to end of February 2026 (12-13 months)

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.

Job Summary

As the first point of contact for the UBC Robson Square Event Planning team, the Event Assistant confidently and efficiently coordinates clients' event inquiries from initial booking through to contract signing. This includes creating and confirming room, audio visual, and catering bookings while ensuring our clients and their guests have positive experiences with UBC Robson Square by working flexibly and collaboratively within a high profile, cross-functional team environment. The Event Assistant also provides front line customer service, event support, and front counter information services. The administrative, event, and reception duties will be performed at the front desk as part of a dynamic team creating an energetic and responsive environment. This position is 1.0 FTE (35 hours/week).

Organizational Status
Reports to the Relationship Manager.

Work Performed

• Responds to walk-in, telephone, and email booking inquiries from prospective and existing clients. Follows up in a timely manner with appropriate venue information to secure the booking. Assigns new bookings to Event Planning team based on established criteria including event requirements and upcoming booking volume.

• Greets clients on their event date and confirms details are in order for a successful event. Liaises with catering and concierge to ensure any last minute requests and issues are addressed including audio visual equipment, changes to catering orders, additional signage or photocopying, etc. Relays day-of event information to the Event Planning team in a timely and accurate manner.

• Enters a considerable volume of basic to moderately complex event details into in-house software. Details include room booking, setup details, catering details, and audio visual equipment.

• Prepares and issues client contracts, event confirmations, and other correspondence.

• Schedules and conducts site tours for new clients.

• Attends weekly events/suppliers meetings; Helps in relaying information from client to service providers such as AV requirements and catering information.

• Tracks cancelled events and lost business in a cancellations log.

• Provides clerical support to the event planning team and management such as generating reports using in-house software, sending reminders for outstanding contracts/deposits, updating policy and training manuals, etc.

• Assists with other front desk duties as required (couriers, mail, building requests, back up to main reception telephone line, break relief, track front desk traffic), and event tasks (tracking booking requests) as appropriate.

Consequence of Error/Judgement

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 all 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 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 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 Assistant provide prompt, professional service at all times and under all circumstances.

Supervision Received
Reports to the Relationship Manager.

Supervision Given
None. May train temporary employees as needed.

Minimum Qualifications

• High School graduation, plus one year of post-secondary education, plus 3 years of related training in event services or conferences services OR an equivalent combination of education and experience.

• 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

• Tourism or hospitality certification an asset.

• Superior customer service skills and experience essential. Ability to provide quality service to customers in a courteous, patient and professional manner.

• Ability to be thorough, accurate, and have a high level of attention to detail.

• Ability to effectively manage multiple events, tasks and priorities with a high degree of accuracy.

• Ability to prioritize and work effectively under pressure to meet deadlines.

• Ability to communicate professionally and effectively verbally and in writing.

• Ability to work effectively independently and in a team environment.

• Ability to develop and maintain cooperative and productive working relationships with service providers, colleagues and clients.

• Ability to effectively use MS Office at an intermediate level. Knowledge of Event Pro, WordPress an asset.

• Take initiative to find appropriate answers.

• Ability to work flexible hours including evenings and weekends, as necessary.