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Hiring Unit:
Schulich School of Music - Communications & Production - Music Events
Job Description Summary:
Reporting to the Production, Events and Communications Administrator, the Program Assistant supports the planning, coordination, and execution of the Graham Sommer Competition (GSC). The incumbent provides administrative, communications, and event support to ensure the successful delivery of all competition activities, including participant and jury coordination, travel and accommodation arrangements, website and social media updates, financial tracking, and on-site event assistance.
The GSC is a complex national initiative involving competitors, jury members, musicians, guests, and institutional stakeholders from across Canada. The Program Assistant plays a critical role in maintaining efficient operations and delivering an exceptional participant experience.
Key Responsibilities
Support the administration and day-to-day operations of the Graham Sommer Competition.
Assist with the development and maintenance of content for the competition website, social media channels, email campaigns, and other communication platforms.
Coordinate travel, accommodation, ground transportation, and hospitality arrangements for competitors, jury members, guest artists, and other invited participants.
Provide administrative support for jury activities, including scheduling, document preparation, distribution of materials, and coordination of evaluation processes.
Maintain and update records, databases, registration information, contact lists, and mailing lists while ensuring the accuracy and confidentiality of information.
Assist in tracking operational and administrative expenses, including materials, supplies, travel, hospitality, and production costs, ensuring expenditures align with approved budgets.
Prepare correspondence, reports, schedules, itineraries, and other administrative documentation as required.
Respond to inquiries from participants, jury members, guests, and the public in a professional and timely manner.
Apply University regulations, policies, and procedures as they relate to competition administration and participant activities.
Assist with the coordination of marketing and promotional activities leading up to the competition.
Provide on-site event support during competition activities, rehearsals, performances, meetings, and special events.
Perform other related duties in support of the successful delivery of the Graham Sommer Competition.
Skills and 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 # 4 (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
- Experience coordinating events, guest services, travel arrangements, or complex administrative activities
- Ability to exercise discretion and maintain confidentiality
- 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 and 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
- Proficiency in English (assessed at level 4)
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.
