Events Support Assistant (internal posting)

The University of St. Michael’s Conference Services & Hospitality (CSAH) serves a diverse clientele, including film productions, international ESL summer camps, school groups, visitors, and academic, professional, and religious conferences ranging in size from small meetings to large-scale events. The Events Support Assistant provides operational and administrative support to the CSAH team during the academic and summer months.

About the role

• Working under the supervision of the Director, CSAH and assisting other team members, the role contributes to the successful delivery of conferences, events, film activity, and guest accommodations.
• This position primarily supports day-to-day office and event operations and serves as a front-line contact for clients and guests.
• The Events Support Assistant assists with logistics, customer service, communications, and administrative tasks, and may work independently on assigned duties while contributing to a collaborative team environment.

Responsibilities

• Provide front desk coverage, including greeting guests and responding to general inquiries.
• Answer phone calls and monitor shared inboxes, responding to inquiries or redirecting them as appropriate.
• Support general administrative and clerical tasks within the CSAH office.
• Aid in maintaining event calendars and updating internal tracking documents.
• Prepare materials such as welcome packages, keys, information sheets, and event-related documents.
• Assist with the preparation and delivery of conferences, meetings, film shoots, and hospitality services.
• Support event setup and execution, including room checks, signage placement, and supply coordination.
• Help facilitate guest registration, check-in, and check-out processes.
• Provide on-site support during events, assisting with logistics, troubleshooting, and guest inquiries.
• Liaise with team members and service providers (e.g., Food Services, Facilities, IT) to help ensure event requirements are met.
• Attend event walkthroughs alongside CSAH staff and support follow-up actions as needed.
• Provide basic audiovisual support and escalate technical issues when required.
• Assist with responding to guest concerns and escalate issues to supervisors when appropriate.
• Support invoicing and administrative follow-up related to events.
• Assist with verifying that guest rooms are prepared for arrivals.
• Help with room key distribution and collection in coordination with Security Services.
• Help with room inspections and reporting of maintenance or housekeeping concerns.
• Aid in accommodation turnover activities and readiness for new arrivals.
• Communicate guest needs or issues to appropriate team members.
• Provide general assistance during film production activity on campus.
• Support setup and wrap-up activities as directed by CSAH staff.
• Observe and report any concerns related to space use or compliance with guidelines.
• Help maintain continuity of regular operations during filming periods.
• Aid in basic catering checks and escalate issues if identified.
• Monitor shared hospitality spaces (e.g., coffee stations) and report supply needs.
• Communicate observations related to food service quality or guest experience to CSAH staff.
• Provide coverage during evenings and weekends as required.
• Work both collaboratively with the team and independently on assigned tasks.
• Follow university policies, procedures, and safety standards at all times.
• Perform other support duties as assigned.

Qualifications & Skills

• College diploma in business, hospitality, tourism, or a related field.
• Experience 2 years of experience in customer service, hospitality, or event support required.
• Experience with conferences, accommodations, or event environments is an asset.
• Familiarity with Microsoft Office; experience with event software (e.g., CaterEase) is an asset.
• Basic knowledge of audiovisual equipment or willingness to learn.
• Strong customer service and communication skills.
• Ability to follow direction, support team members, and complete assigned tasks independently when needed.
• Strong organizational skills and attention to detail.
• Ability to respond calmly and appropriately to issues, escalating when necessary.
• Ability to work collaboratively in a team environment.
• Physical ability to move around campus, assist with event setup, and perform light operational duties.