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Job ID58373-9799
CompanyMcMaster University
Date Posted2023-11-22
Job TypeFull-time
Job CategoryEducation

Unit/Project Description:

On April 8, 2024, the city of Hamilton will experience a total solar eclipse.  The Department of Physics and Astronomy will be facilitating several events and activities leading up to the solar eclipse.  The successful candidate will be responsible for planning, coordinating, and executing various tasks and activities related to the lead up to eclipse day.

Job Summary:

Responsible for all aspects of developing, implementing and evaluating an event/program experience and communication plan to support the success of the event/program. Works in close collaboration with the event/program manager as well as internal and external stakeholders.  This position is responsible for large- scale events and stakeholder involvement.

Purpose and Key Functions:  

  • Develop, coordinate and implement a strategy and work plan for the successful delivery of an event/program and related communication plan.
  • Work collaboratively with the marketing and design team to strategically develop and research the required infrastructure  for events such as equipment,  room rentals, software solutions, contingency plans etc.
  • Develop and execute event logistics plans including (but not limited to) registration, venues, space, crisis management protocol, set up and take down of all events, marketing coordination and the recruitment and training of all volunteers and staff involved.
  • Prepare and present a final written comprehensive report (debriefing) addressing event logistics, event experience outcomes and recommendations for future events.
  • Develop and implement an effective communication plan to maximize event participation and ensure communication is maintained during events.
  • Compile and disseminate sponsorship packages.  Research appropriate strategies and cultivate relationships targeted to raising sponsorship.
  • Develop presentations and present information at a number of forums including sponsorship proposals to prospective donors, student events, information fairs, information sessions etc.
  • Complete needs assessment to ensure the needs of all stakeholders are being addressed in an efficient and effective manner.
  • Responsible for the recruitment, interviewing, selection, training and scheduling of a large number of volunteers and casual/temporary event staff to execute event.
  • Research potential venues, availability and required equipment. Coordinate the use of all facilities and meeting spaces.
  • Source pricing information to recommend best value for money, manage inventory and order supplies.  
  • Liaise with all suppliers of contracted services to ensure agreed upon services have been provided and accuracy of billings.
  • Act autonomously and independently in making all necessary related decisions to ensuring the successful execution of events.  
  • Act at the key contact in a large scale event to resolve problems or issues that may arise
  • Develop, cultivate and maintain good relationships with stakeholders including students, internal departments, partners and external stakeholders.
  • Maintain all related documentation in regards to the events to ensure an audit trail and business continuity.  
  • Remain current in the area of event management, related social media and communication strategies.
  • Act as the first responder in the case of student crisis situations. Ensure proper protocols are followed and communication to managers and university officials is completed.
  • Prepare contingency plans in the case of inclement weather conditions and/or respond to other unforeseen event disruptions.
  • Track actual expenditures and provide proper documentation to substantiate expenses and revenues.


  •     Ongoing responsibility for supervising 1-9 casual employees.


  •     Bachelor’s Degree in marketing, Communications or a related field.
  •     Completed or working towards Events Management Certificate.
  •     Requires a minimum of 3 years related experience


  •     Familiarity with Astronomy
  •     Experience in an academic environment
  •     Experience with media relations an asset

For more information, visit McMaster University for SPECIALIST, EVENTS AND COMMUNICATION - PHYSICS AND