Events Coordinator

Event Coordinator

Employment Contract

Contract Duration: July 22nd, 2026 - May 28, 2027

Deadline to apply: Friday June 15th 2026 at 11:59pm

Position Summary: The Event Coordinator is primarily responsible for executing and hosting events planned by the OCAD Student Union under the guidance of the Board of Directors. Three large events take place annually; O-Days! (Orientation) in September, Winter Feast in December, and Spring Festival in April. However, the Event Coordinator role will also be responsible to support and/or initiate a number of smaller-scale workshops and activities throughout the year to foster student engagement with the Union.

Reports to: Manager of HR and Administration

Working Relationship: Finance Manager, OCAD Student Union Executives, Communications Coordinator

Rate of Pay & Hours of Work: This position is paid $20.07-24.46 per hour, commensurated to experience, plus 4% vacation pay and 8% in lieu of benefits pay, minus applicable deductions for income taxes, CPP and EI. This position expects up to a maximum of 15 hours per week, paid bi-weekly upon submission of timesheets. Hours of work will be determined by employee availability at times agreeable to their supervisor. Rate of pay will go up with annual inflation and seniority pay increases.

Responsibilities:

• Logistical planning and execution of events planned by the OCAD Student Union in collaboration with Communications Coordinator, Board of Directors
• Host major events planned by the OCAD Student Union, acting as a first point of contact for vendors, suppliers, caterers, etc on the day of the event(s);
• Research venue options, equipment rentals, catering providers, etc., for approval by OCAD SU Board of Directors;
• Liaise with external contacts for venue rental and catering services, negotiating service agreements, rates, dates, etc;
• Liaise with vendors and suppliers for events, drafting agreements for services rendered and providing vendors and suppliers with important information such as arrival and set-up time, end time, etc;
• Liaise with event sponsors and donors and advertisers, ensuring the OCAD Student Union’s expectations and responsibilities are being met;
• Liaise with appropriate OCAD University departments such as Facilities, Campus Security and Risk and Safety Departments for on-campus events;
• Assist to recruit and coordinate the work of volunteers and casual staff (ie. bartenders) for event set-up and tear-down as well as during the event;
• Draft Event Promotion details for Communications Coordinator to create promotional materials;
• Errands and administrative duties pertaining to event planning, such as purchasing refreshments, obtaining Special Occasions Permit, drink tickets, decorations etc;
• Answer phone calls, and emails and respond to messages pertaining to events;
• Respond to in-person inquiries and refer people to appropriate resources as required;
• Light cash handling and submitting receipts for running errands;
• Other related duties as assigned

Eligibility:

• Must be a current undergraduate or graduate student attending OCAD or have attended OCAD in the last academic year, and be familiar with the basic services offered by OCAD and the OCAD Student Union

Qualifications:

• Must be a current undergraduate or graduate student attending OCAD or have attended OCAD in the last year, and be familiar with the basic services offered by OCAD and the OCAD Student Union;
• Previous experience in events planning and coordination preferred;
• Previous experience in working with and the coordination of volunteers preferred;
• Strong organization and planning skills, with close attention to detail;
• Excellent time management skills with the ability to meet deadlines;
• Strong interpersonal and written communication skills with excellent telephone manner and email etiquette;
• Ability to multi-task and prioritize a variety of tasks in a rapidly changing and busy environment;
• Must demonstrate the ability to work well within a team environment, as well as the ability to complete work independently with minimal supervision;
• Professional work ethic, critical thinking skills, ability to exercise good judgment, positive attitude, tact and initiative;
• Experience with Microsoft Excel. Must also be comfortable working with Microsoft Word and Google Drive documents;
• Must be reliable, punctual and trustworthy;
• Should be friendly, polite and professional at all times;
• Experience working in a not-for-profit organizations, office environment, student organizations and/or arts organizations is not essential but will be considered an asset.

How to Apply:

Send your resume and cover letter in PDF format to Adam Asmar at manager@ocadsu.org with the subject "OCAD SU Event Coordinator” by Friday June 15th 2026 at 11:59pm. Questions and inquiries can be emailed to this same email address.

Please note that this posting is only open to current members of the OCAD Student Union (students currently enrolled in a graduate or undergraduate program at OCAD University or anyone who has graduated in the last 12 months.)

Organization Description:

The OCAD Student Union is an independent, democratically run student organization with approximately 5000 members, incorporated as a not-for-profit corporation. The OCAD Student Union operates a variety of programs, campaigns, and services on campus at OCAD University including: legal advice, advocacy services, campus food bank, produce delivery program, community pay-what-you-can lunch, community development grants, social events and workshops.

The OCAD Student Union advocates for the best interests of OCAD University students, representing the student body in dialogue with OCAD U administration and governance bodies, as well as all levels of government. The OCAD Student Union represents the OCAD University student population within the Canadian Federation of Students as Local 25.

The OCAD Student Union is committed to ensuring the OCAD University campus and broader OCAD U community are inclusive spaces where all members are treated with respect and dignity. The OCAD Student Union operates with an anti-oppressive framework and a commitment to decolonization. We encourage applications from everyone, especially equity seeking groups who have historically faced systemic barriers and oppression. Please note that the OCAD Student Union strives to accommodate job applicants with a disability during the hiring process in accordance with the Ontario Human Rights Code and other applicable legislation. Please tell us if you require accommodations during the application process.