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Job Requisition ID:2026-03377Time Type:Full timeEmployee Group:StaffJob Category:Event ManagementEmployment Type:PermanentDepartment:Waterloo Undergraduate Student Association
- Community and EventsHiring Range:$56,494.16
- $70,617.70Posting Information:This posting is for an existing vacancy.
The internal posting deadline for this position is October 29, 2026 at 11:59PMJob Description:Primary PurposeThe Special Events Coordinator is responsible for developing, coordinating, and delivering diverse programs and large-scale campus wide events aimed at enhancing the student life experience for the undergraduate students on campus. The Special Events Coordinator will function primarily in the area of entertainment involving student engagement, programming and event management, volunteer management and administrative capacities.
Key AccountabilitiesEvent Development, Delivery and EvaluationResponsible for delivering successful large scale (5000+ attendees) campus wide events with positive attendee experiences and programs tailored for the students at the University of WaterlooResearches current campus programming options by keeping up with industry trends,



collaborating with other institutions/unions and attending conferences/exhibitionsNegotiates with agencies to book performers where contract costs stay within budget and positively impact the experience of our studentsDevelops explicit Event documentation highlighting objectives, risk, resource requirements, people requirements and timelines and evaluation metricsEnsures diversity in programming efforts to maximize the reach and participation of efforts throughout the yearPerforms post event evaluation to highlight and review results of programming efforts, overall impact, and identify areas of improvement for future eventsLeads all corporate events as assigned by the Waterloo Undergraduate Student Association including (general meetings, grand openings, anniversaries/celebrations etc.)Student Volunteer ManagementResponsible for the recruitment, onboarding, and retention of 100+ student volunteers to help with planning and delivery of programs & eventsEnsures student input is gathered during development of events by enabling student volunteer to champion efforts and incorporated into the overall effortsEngages students by empowering them to take on various responsibilities with respect to the execution, marketing, and planning of special eventsEnsures volunteers are provided with effective training and development programs and equipped with the right tools and resources to meet deliverablesOrganizes and executes a volunteer appreciation event for students directly involved in the executed eventsRelationship Management & OutreachRaises $40k+ annually in sponsorship dollars and materials with off campus businesses & partners to enhance programming effortsWorks with key stakeholders and partners across campus to (plant ops, bookings, safety office, grounds, athletics etc…) throughout event development and delivery effortsMaintains positive relationships with vendors that we purchase/book good, services or equipment fromWorks closely with the Marketing Specialist to ensure programming efforts are effectively marketed and developed successfully for the current student market and their needs/wantsBudgeting & ProcurementPrepares annual programming plan and budget of $100k+ to senior management for review and board/council approvalEnsures all submitted expenses are within budget and revenue projections are met for sponsorships & ticket salesResponsible for purchasing good, equipment and services for programming and ensuring the organization is purchasing efforts result in best value for moneyResponsible for pricing events and programs to ensure adequate cost recovery and participationRisk ManagementResponsible for completing risk assessment for all major programming efforts highlighting areas of risk, mitigation efforts and overall risk factor for review of senior management prior to any programs/events being bookedEnsuing all major events/programs have comprehensive Emergency Action Plans (EAP)Training volunteers to efficiently and safely execute emergency action plan protocols at times of needWork with partners to ensure risk is mitigated at all events (Campus Response, Safety Office, Police Services)Required QualificationsEducationPost-secondary degree in a related discipline or equivalent combination of education and experienceExperienceSeveral years’ experience with large scale event planning and management, with at least 2

📌 Special Events Coordinator (London)
🏢 University-of-Waterlo
📍 London