Ancillary Services at UPEI is proud to offer a dynamic and collaborative work environment rooted in exceptional customer service and a strong, team-driven approach. Our department oversees a diverse Conference Services operation, including approximately 750 conference beds across five unique accommodation facilities, a variety of meeting spaces, food service and catering outlets, and a 400-seat Performing Arts Centre.

We are currently inviting applications for the role of Assistant Manager, Events and Conference Services. This position leads in the delivery of exceptional service to clients, while ensuring that all logistical aspects of events—from planning through to execution—run smoothly. Reporting to the Manager, Conference Services and Hotel Operations, the Assistant Manager works closely with clients, vendors, and internal departments to ensure that all events are well-planned, efficiently executed, and aligned with university policies and service excellence standards.

RESPONSIBILITIES:

Event Planning, Coordination & Execution:

• Leads the planning, coordination, and execution of conferences, meetings, and events
• Manages event schedules, timelines, setups, tear downs and technical needs
• Serves as a point of contact for clients before, during, and after events to ensure client satisfaction at all stages of event planning
• Addresses client inquiries, special requests, and concerns promptly and professionally
• Builds and maintains positive client relationships to encourage repeat business

Logistics and Business Administration:

• Negotiates contracts, responds to RFPs, and prepares proposals and other event related documents (Banquet Event Orders) for clients, vendors and suppliers
• Assists in event budget development, including price determination, resource allocation and expense tracking
• Handles invoicing and ensures proper billing procedures are followed
• Coordinates service delivery activities to ensure all logistical elements are managed and final outcomes meet client expectations
• Maintains up-to-date records of all conference details and client communication
• Produces post-event evaluations for analysis, future improvements and business continuity
• Maintains proficiency in all departmental software and operational processes

Promotional and Business Development:

• Attends tradeshows, industry meetings, networking socials and other colleague /client contact opportunities as a departmental representative
• Stays current with industry trends and best practices in order to recommend innovative strategies that enhance the guest experience and maintain competitiveness
• Fosters key industry relationships with aligning goals to create partnering opportunities
• Proactively identifies and pursues new and repeat business opportunities

PLEASE NOTE: Due to the nature of the position, irregular working hours should be expected, along with some restrictions on vacation periods, outside employment and other extracurricular activities.

QUALIFICATIONS:

• Post secondary credential (Diploma) related to the hospitality industry with specific focus on event management and administration is preferred, but relevant experience may be considered, as outlined below
• Solid background and minimum of 3-5 years experience working in the hospitality industry and/or an administration environment, with the ability to demonstrate progressive leadership, service excellence, and operational management
• Experience with managing staff and providing instructional/guiding oversight
• Excellent communication, interpersonal and organizational skills with demonstrated proficiency in a variety of software programs and equipment related to administrative duties
• Demonstrated ability to collect, coordinate and report on operational data and effectively manage financial budgets
• Strong decision-making abilities, sound judgment, and proven skills in conflict and crisis management
• Proven aptitude for effective leadership and collaborative teamwork, demonstrating initiative and ability to contribute to the overall success of UPEI’s Ancillary operations