Events Specialist - Haskayne School of Business

Job summary

Plan and deliver community outreach events, including event design, logistics, vendor and speaker coordination, on-site production, and post-event evaluation. Manage event spaces, partner relationships, budgets, records, and compliance with university policies and safety requirements.

Job details

Description The Haskayne School of Business is currently seeking a Full-time Regular Events Specialist. Reporting to the Events Manager, the Events Specialist is a key member of the Student Success & Community Engagement team at the Haskayne School of Business (HSB). The Events Specialist is responsible for executing Haskayne's community outreach events and operates in a fast-paced, collaborative environment. The Events Specialist requires a high level of customer service, a well-developed understanding of the events cycle and logistic requirements, and the ability to set their own priorities and deadlines. The position works closely with key internal and external stakeholders including donors, alumni, community leaders and dignitaries, and is expected to build long-term relationships with external partners, vendors and suppliers. The Events Specialist will have access to highly sensitive and confidential information. There is a high volume of work with peak times and high stress factors driven by partner deadlines and priorities and the academic calendar. There is also a degree of physicality to the position, including event set up, tear down and supplies transportation. Due to operational requirements, this position works predominantly in-office. The primary hours of work are Monday to Friday, 8:30 A.M. to 4:30 P.M, 7 hours per day (35 hours per week), although extended or alternative (evenings and weekends) may be required. This role is a member of the AUPE Bargaining Unit. Summary of Key Responsibilities (job functions include but are not limited to): Event Design & Execution Works independently within a team environment to lead the planning, logistics, and execution of events. Develop event strategies, themes, and key messages aligned with faculty and university priorities. Negotiate and manage vendor services and logistics (catering, AV, decor, etc.). Coordinate speakers and special guests, including travel, logistics, briefing materials, and honorariums. Conduct post-event evaluations to measure success, identify improvements, and inform future planning. Implement risk management strategies and troubleshoot issues in real time. Lead on-site execution, including volunteer and vendor coordination. Collaborate with Marketing & Communications to align messaging, branding, and promotional efforts. Event Space Booking & Management Manage the booking of Haskayne event spaces in Mathison and Scurfield Halls. Manage event calendars, floor plans, and vendor coordination for space logistics. Liaise with campus partners for furniture setup and space maintenance. Partner Relations Build and sustain collaborative relationships with students, faculty, staff, alumni, donors, and external vendors. Build and sustain collaborative relationships with event partners such as senior leadership teams, donors, sponsors, community leaders, Indigenous Elders, and government dignitaries. Represent the school with professionalism and tact in all public and partner interactions. Budget & Reporting Ensure proper event setup to ensure ticketed events can be easily reconciled using University software systems such as BBCRM and Destiny . Prepare event budgets, track expenditures, and support or perform reconciliation processes. Advise partners on budget allocations and monitor adherence. Operational Support & Risk Management Maintain detailed archives and inventories of event information and equipment. Ensure compliance with university policies, including those related to alcohol, ATIA and POPA, and occupational health and safety. Recommend and implement sustainability practices in event delivery. Qualifications / Requirements: Completion of an undergraduate degree, certificate or diploma in event management, business, strategic management or project management is required. A minimum of three years progressive event management experience; or an equivalent combination of education and experience. Demonstrated ability to plan and execute complex events and meet tight timelines while fostering positive relationships with partners and stakeholders. Demonstrated experience with all aspects of event management (e.g., event planning, creating event briefs/debriefs, writing scripts, building run of shows, leading tech rehearsals, and event day production/management). Exceptional organizational skills and strong attention to detail. Collaborative team player with strong interpersonal skills. Strong written and verbal communication skills. Exercises discretion, sound judgment, and the ability to navigate sensitive situations tactfully. Commitment to equity, diversity, inclusion, and Indigenous engagement. Demonstrated strength applying tools and technology to enhance event planning, implementation and operational productivity. Application Deadline: November 04, 2026 We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted. This position is part of the AUPE bargaining unit, and falls under the Specialist / Advisor Job Family, Phase 2. For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website. About The University Of Calgary UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca. The University of Calgary has launched an institution-wide Indigenous Strategy ii' taa'poh'to'p committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do. The university's commitment to the Indigenous Strategy is evident through the oversight of 18 Elders serving on the Circle of Advisors and the many unit-based circles working towards implementation of the strategy including the Faculty Advisory Circle and teams such as the Office of Indigenous Engagement, the Writing Symbols Lodge, and the Indigenous Research Support Team. Many Indigenous-based events and processes are impacting curriculum, programming and polices at the University of Calgary. As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments ([email protected]) and requests for accommodations can be sent to People & Culture ([email protected]). Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

What you’ll do

Plan and deliver community outreach events, including event design, logistics, vendor and speaker coordination, on-site production, and post-event evaluation. Manage event spaces, partner relationships, budgets, records, and compliance with university policies and safety requirements.

Requirements

Requires an undergraduate degree, certificate, or diploma in event management, business, strategic management, or project management, plus at least three years of progressive event management experience or an equivalent combination of education and experience. Candidates should demonstrate complex event production experience, strong organizational and communication skills, sound judgment, stakeholder relationship skills, and a commitment to equity, diversity, inclusion, and Indigenous engagement.

Listed skills

• Customer service · Preferred
• written communication · Preferred
• Problem solving · Preferred
• Organization · Preferred
• Attention to detail · Preferred
• Risk Management · Preferred
• Project management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Event Planning
• Event Production
• Logistics Coordination
• Vendor Management
• Budget Management
• Risk Management
• Stakeholder Relations
• Customer Service
• Project Management
• Written Communication
• Verbal Communication
• Organization
• Attention To Detail
• Problem-Solving
• Discretion
• Indigenous Engagement

Job areas

• Hospitality
• Management & Leadership
• Customer Service & Support
• Education
• Environmental & Sustainability

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