Quantum City Events Lead, VP Research

Description

The Administration Team in the Office of VP Research invites applications for a Quantum City Events Lead. This Full-time Fixed Term position is for approximately 26 months (based on length of grant funding), with the possibility of extension.

Quantum City, a collaborative initiative between the University of Calgary, industry, and government partners, is seeking an experienced and dynamic Events Lead to join our team. This full-time position offers an exciting opportunity to lead and manage a diverse range of events that support the mission of Quantum City in advancing quantum technologies and innovation.

Reporting to the Manager, Communications and Public Relations, the Events Lead will play a crucial role in planning, executing, and overseeing events that engage our academic, industry, and public stakeholders. The successful candidate will work closely with the Quantum City leadership team and other partners to ensure that events are aligned with strategic goals and are executed to the highest standards. A significant part of this role is to be the lead organizer for the annual Quantum City conference in the fall of each year, which sees 300+ attendees, 30+ speakers, and multiple sponsors from around the world. This role also supports the operations of Quantum City and its qHub, scheduled to open in early 2025 with occasional administrative support.

Summary of Key Responsibilities (job functions include but are not limited to):

• Lead the planning and execution of various events, including an annual conference, workshops, seminars, webinars, and networking events.
• Develop comprehensive project management timelines and standard operating procedures for each event.
• Utilize project management tools to track tasks and ensure deadlines are met.
• Coordinate all event logistics, including catering, audiovisual equipment, technical requirements, and venue setup.
• Manage relationships with vendors, negotiate contracts, and ensure the highest quality of service delivery.
• Oversee volunteer coordination for events at Quantum City, including the recruitment, training, and debriefing for volunteer roles.
• Work closely with the communications team to develop and distribute event invitations, promotional materials, and registration forms.
• Oversee event promotion through various channels, including social media and email marketing, leveraging Marketo and Live Whale platforms within the University of Calgary.
• Manage event registration processes, including attendee management, payments, and accommodations.
• Liaise with University of Calgary events colleagues, participate in events committees and training as necessary.
• Adhere to the University of Calgary and Quantum City's brand guidelines.
• Lead and manage event staff and volunteers to ensure successful execution of event plans.
• Conduct post-event evaluations to assess success and gather feedback for continuous improvement.
• Maintain a comprehensive database of event-related information, contacts, and metrics.
• Stay updated on industry trends and best practices in event management.
• Maintain budgeting reports for each event to ensure cost-effectiveness.
• Support the operations of Quantum City's Hub with administrative tasks such as booking, lease scheduling, and promotions.

Qualifications / Requirements:

• Post-secondary diploma/degree in a relevant area such as communications, public relations, marketing, or event management.
• A minimum of 5 years of proven experience in event planning, management, and execution.
• Experience in leading events ranging from small workshops to large-scale conferences.
• Strong project management skills, with the ability to manage multiple events simultaneously.
• Excellent interpersonal and communication skills, with a demonstrated ability to work collaboratively with diverse stakeholders.
• Proficiency in event management software and tools.
• Creative problem-solving abilities and attention to detail.
• Familiarity with catering, audiovisual setups, vendor management, and contract negotiation.
• Ability to work under pressure and meet tight deadlines.
• Availability to work evenings and weekends as required.
• Ability to work independently.

Application Deadline: November 25, 2024

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 3.

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 committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, and is inclusive of Indigenous perspectives in all that we do.

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 Equity, Diversity, and Inclusion (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).

Do you have most but not all the qualifications? Research shows 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.