Convocation and Special Events Assistant

Department: Ceremonies and Events
This position is represented by the agreement between the Professional Staff Association and the University of Guelph

Temporary full-time from 01/04/2027 to 07/19/2028
Temporary Absence of the Regular Incumbent

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant.
Career Opportunities (sapsf.com)

General Purpose

The Office of Ceremonies and Events is part of the Government Relations and Community Engagement unit within the President's portfolio. Reporting to the Associate Director, the Ceremonies and Events Officer is responsible for coordinating the planning and delivery of an assigned portfolio of the University's ceremonial, executive and institutional events, including convocation, institutional celebrations, government engagements, funding announcements and other high-profile occasions.

Duties and Responsibilities

Event and Project Coordination

• Under the direction of the Associate Director, Office of Ceremonies and Events, coordinates the planning and delivery of an assigned portfolio of executive, ceremonial and institutional events. Assigned internal and external events may include convocation, government engagements, funding announcements, Community Breakfast, Spring Social, the Royal Agricultural Winter Fair, presidential and chancellor installations, the Induction of Scholars Ceremony and other high-profile University events.
• Develops project plans, schedules and implementation strategies for assigned events, meetings and special projects, tracking budgets, coordinating resources and establishing timelines to support successful delivery.
• Coordinates all logistical requirements for assigned events, meetings and projects, including meeting and event materials, participant communications, venue arrangements, ceremonial requirements and on-site support.
• Coordinates planning activities with senior University leaders and internal and external stakeholders, including but not limited to Government Relations and Community Engagement, Registrar's Office, University Secretariat, Hospitality Services, Alumni Affairs and Development, external service providers and volunteers, resolving operational issues and adapting plans as required.
• Maintains event planning resources, records, templates, procedures, websites and related information systems to support consistent planning practices, accurate event information and effective program delivery.
• Evaluates events by analyzing participant feedback and operational outcomes, researching emerging trends and best practices, and implementing improvements to event planning processes, ceremonial protocols and service delivery.

Communication Coordination

• Coordinates communication requirements for assigned events, collaborating with Communications and Marketing and event stakeholders to support event promotion, registration, participant communications and event materials.
• Develops, maintains and updates event communications, including invitations, event materials, participant communications and website content, ensuring information is accurate, current and consistent with University standards.
• Coordinates the timely exchange of information with internal and external stakeholders throughout the planning and delivery of assigned events.
• Identifies and communicates emerging issues, risks and operational impacts to the Associate Director, Office of Ceremonies and Events, recommending solutions and escalating matters as appropriate.

Stakeholder Relations and Consultation

• Develops and maintains effective working relationships with senior University leaders, event sponsors, internal stakeholders (faculty and staff), external partners and service providers to support the planning and delivery of assigned events.
• Provides event planning advice, guidance and consultation to campus partners, interpreting University protocols, event standards and planning requirements to support successful event delivery.
• Consults with event sponsors and stakeholders to determine event objectives, requirements and logistical needs, providing recommendations and identifying appropriate approaches to support event outcomes.
• Coordinates the activities of internal and external stakeholders throughout the event planning process, resolving issues, facilitating communication and balancing competing priorities to ensure operational requirements are met.

Requirements

• Undergraduate Degree: B.Comm; Hospitality, Event or Project Management related.
• 4 years expereince coordinating the planning and delivery engagement events and ceremonies
• High level of familiarity with the University academic cycles, systems and policies
• Experience working in university administration and academic policy and procedures

Employee Type: Regular
Position Number: 10551002

Classification: P&M FT- Band 02
Professional/Managerial Salary Bands
The target hiring salary for this position is minimum and up to 96% of midpoint for the salary grade.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 11/06/2026
Closing Date: 11/20/2026