Special Events Assistant

Posting Information: This posting is for an existing vacancy.

The internal posting deadline for this position is July 3, 2026 at 11:59PM. This position is being offered as a Secondment or contract opportunity. Term : 18 months

The Events Assistant supports the planning, coordination, and execution of large-scale campus events and initiatives led by the Special Events Coordinator. This role plays a critical part in ensuring that events are delivered smoothly, efficiently, and with a focus on exceptional student experience. The Events Assistant collaborates with internal and external stakeholders, oversees part-time staff during event delivery, and provides administrative and logistical support to ensure successful programming outcomes.

This role is integral to supporting activations and programing that enables members to feel a sense of belonging, build community, and grow as people during their time as an undergraduate student at the university of waterloo. This role supports programing at all UW campuses and also manages programing that occurs off campus in various locations across the region and the country.

Key Accountabilities

Assist in planning and coordinating WUSA’s large-scale student events and initiatives.

Support logistical arrangements including venue setup, rentals, catering, permits, and technical needs.

Participate in event-day operations, acting as a lead on-site coordinator under the direction of the Special Events Coordinator.

Contribute to event documentation, scheduling, and checklist management to ensure alignment with timelines and objectives.

Supports programing across ALL UW campuses, and off campus programing that may occur across the country.

Supervise part-time event assistants during event delivery, ensuring roles and responsibilities are clearly communicated.

Provide support during volunteer onboarding, orientation, and training sessions.

Foster a welcoming and professional environment for staff and volunteers during all event activities.

Report any concerns immediately to the Events Coordinator

Track expenses and maintain records in support of the event budget managed by the Special Events Coordinator.

Assist with procurement processes, invoicing, and reconciliation of event-related expenditures.

Maintain inventory and ensure proper storage, use, and care of event equipment and supplies.

Support the management and documentation of event related activities including, financial tracking, planning, documentation, and program evaluation.

Liaise with vendors, contractors, and campus service providers to coordinate event logistics and delivery.

Communicate event needs and timelines clearly with stakeholders to ensure seamless collaboration.

Coordinate with internal teams to ensure smooth information flow and fulfillment of event requirements.

Support the development and implementation of Emergency Action Plans and risk assessments. Responsible for their portion of the plan

Ensure part-time staff and volunteers are familiar with health and safety procedures.

Identify and escalate safety or risk-related issues during event execution.

Degree/Diploma in Event Management, Recreation, Communications, or a related field, or equivalent experience.

Valid G license is an asset

2 years of experience in event support, coordination, or administration.

Experience supervising part-time staff or volunteers in fast-paced environments.

Experience working in student-led or post-secondary environments is an asset.