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Hiring Unit:
Schulich School of Music - Communications & Production - Music Events
Position Summary:
Reporting to the Production, Events and Communications Administrator, 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. 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.
Main 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.
Other Qualifying Skills and/or Abilities
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.
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.
Ability to work flexible hours, including occasional evenings and weekends in support of events and guest activities.
Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.
Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # (qualifier) on a scale of 0-4.
For a definition of our language proficiency levels, please click here.
Minimum Education and Experience:
Hourly Salary:
Estimated Number of Work Hours per Week:
Position Start Date:
Position End Date:
Deadline to Apply:
This position is covered by the AMUSE collective agreement.
McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected].
Skills Required
- High School Diploma
- 2 years related experience
- 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
- Familiarity with website content management systems
- Familiarity with event management tools
- Knowledge of university administration, performing arts organizations, or cultural event environments
- Authorized to work in Canada and willing to work in the province of Quebec
What We Do
McGill University is a public research university with extensive research activities across various engineering disciplines, including civil and materials engineering, focusing on areas like construction materials and advanced manufacturing.
