Office Assistant C (Guests & Special Events)

The Guests and Special Events Assistant provides administrative and logistical support for guest artist residencies, lectures, masterclasses, juries, competitions, special events, student travel activities, and external concert series. Reporting to the Production, Events and Communications Administrator, the incumbent coordinates guest engagement processes from initial contracting through post-event reconciliation, ensuring a high standard of service and compliance with University policies and approved budgets. The role involves travel coordination, on-site assistance during events, and support for special event planning and execution.

Responsibilities

• Assist in the tracking, contracting and documentation of guests as required, in accordance with the Performance, Music Research and Dean’s office yearly objectives and approved budgets.
• Travel, logistics coordination, and on-site assistance with guests, juries, and musicians during events, concerts, lectures, and competitions.
• Logistics support for planning and execution of special events.
• Gather supporting documentation for expense reports in coordination with SSM financial services.
• Prepare files for payment processing in coordination with human resources.
• May be assigned other tasks and responsibilities by the supervisor.

Requirements

• Excellent organizational, planning, and project coordination skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to manage multiple priorities simultaneously.
• Experience coordinating events, guest services, travel arrangements, or complex administrative activities.
• Ability to exercise discretion and maintain confidentiality when handling sensitive information.
• Strong problem-solving skills and ability to work independently and collaboratively.
• Ability to work flexible hours, including occasional evenings and weekends in support of events and guest activities.

Nice to have

• Familiarity with website content management systems and event management tools is an asset.
• Knowledge of university administration, performing arts organizations, or cultural event environments is an asset.