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Position Summary:

Reporting to the Director Administration, Faculty of Arts, the Special Events Associate provides assistance on special events for the Faculty of Arts and its Development Office. Administer, the logistics for special events, including venue and catering. Write and update the website. Act as the main contact for the Cundill History Prize, plans and supports the process through which the Prize is awarded and plays a key role in communications. Write content for ads, web, invitation and event promotion; reviews, and proof-reads content. Update social media and websites. 

Primary Responsibilities:

Coordinate with the Dean of Arts and Cundill liaison in History and Classical Studies on all aspects of the Prize.Act as the main communications person to external PR, Communications teams and other McGill stakeholders, such as Communications and External Relations, and the Department of History and Classical Studies, at McGill University.Maintain communication with the Cundill Advisory Committee, the Prize Jury and finalists, coordinating meetings and travel when needed.Support the development of the annual Prize jury, by maintaining records of possible jurors, preparing invitation letters to potential jurors, and helping to organize jury orientation and deliberation meetings.Assist with submission process of nominations from publishers; prepare and organize triage process at McGill; receives and prepares shipment of reading list for jurors.Organize the Cundill Prize Gala, as well as other special events related to the Prize.Assist with internal and external communication content.Administer the budget and projected budget for the Cundill History Prize including an end of year report to the Faculty of Arts.Contract with special events external support for the Gala, and possibly other special events.Establish and foster effective working relationships with all parties involved (internal and external) by identifying needs and providing support in the delivery of services.Collaborate with multiple parties to coordinate events and meetings on-site and remotely: University Advancement, the Faculty’s Communications Officer, and Prize Advisory Committee, PR Firm, etc.Plan and attend biweekly meetings, prepares agendas, takes notes and distributes minutes (team meetings, Cundill Prize Jury deliberations, Advisory Committee meetings, planning meetings).Write content for ads, web, invitation and event promotion; reviews, and proof-reads content. Update social media and websites.

Other Qualifying Skills and/or Abilities

Undergraduate degree and three years relevant experience is preferred; or Master’s Degree in a related discipline and applicable work-related experience an asset. An interest in the study of history, and/or books and publishing would be assets. Excellent writing and communication skills are essential.Knowledge of French is an asset. Experience in organizing events and ability to establish priorities and long/short-terms plans and objectives.Must be able to handle multiple projects under tight deadlines and to be able to work well in complex organization.Proven experience in implementing communication plans. Demonstrated ability to work autonomously and as part of a team with excellent interpersonal skills.Must be client-focused, with problem solving, priority setting, analytical and organizational skills. Ability to work in a PC environment with computer skills.Strong interpersonal skills. Ability to communicate effectively and professionally with influential academics, donors, and other key stakeholders.

Knowledge of French and English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level 4 (qualifier) on a scale of 0-4.

Minimum Education and Experience:

DEC III 3 Years Related Experience /

Hourly Salary:

(MUNACA Level G) $31.19 - $38.65

Hours per Week:

33.75 (Full time)

Supervisor:

Director Administration

Position End Date (If applicable):

2025-01-31

Deadline to Apply:

2025-01-06

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, accessibilityrequest.hr@mcgill.ca.