UBC Sauder School of Business is seeking an Associate Director, Protocol, Ceremonies and Events to develop, oversee and manage a diverse portfolio of ceremonies and events on behalf of senior university administration. You will ensure adherence to protocol standards while leading high-profile event programs and providing strategic leadership within a dynamic team environment.
What You'll Do
- Research, analyze, and manage client needs to advise on all aspects of event management and protocol.
- Oversee all matters of event preparation, implementation, and follow-up analysis.
- Develop relationships with and negotiate contracts with on and off campus suppliers.
- Assess risk affecting events and develop safety and security plans in collaboration with team members and first responders.
- Develop and coordinate event assessment mechanisms to ensure strategic alignment and continuous improvement.
- Consult with and advise offices of the President, Board of Governors, and other university clients on matters of protocol for VIPs.
- Develop and manage individual event budgets.
- Develop, oversee and execute plans for various large scale and complex events including donor events, dignitary visits, and building openings.
- Ensure UBC policies and guidelines related to ceremonies and events are adhered to.
- Develop, implement and evaluate all aspects of Spring and Fall Congregation (Graduation).
- Oversee Congestion Ceremonies by managing ceremony schedule, budget, timelines, contractors, venues, security, and participants.
- Coordinate and produce all Congregation briefing and scripting materials for Senior Executive and dignitaries.
- Evaluate and recommend changes for the Congregation programs.
- Support all aspects of the Honorary Degree Recognition and Stewardship Program.
- Responsible for care, maintenance and inventory of Academic Regalia.
- Plan and implement special academic ceremonies, such as the installation of a new Chancellor or President.
- Provide leadership and guidance to institutions across North America on policies related to congregation planning.
- Oversee two websites for the Protocol, Ceremonies and Events office, including the Graduation website.
- Guide the development of event collateral, including invitations, programs, menus, and webpages.
- Manage the ceremonies and events schedule for the office; assign events and work to team members.
- Develop policies and procedures; make recommendations on all event standards.
- Develop and sustain relationships with academic units to advance shared goals.
- Review, assess and may manage escalating client complaints.
- Perform the role of Acting Director, Protocol, Ceremonies & Events, when required.
- Perform other related duties, as required.
What We're Looking For
- Undergraduate degree in a relevant discipline.
- Minimum of five years of related experience, or the equivalent combination of education and experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own.
- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.
- Exceptional organizational, planning, project management, and interpersonal skills.
- Diplomacy, tact, sound judgment, understanding of and adherence to confidentiality.
- Drive to offer service above and beyond valued.
- Must be able to meet multiple demands with corresponding deadlines.
- Requires flexibility to work long hours, sometimes evenings and weekends, and travel may be required.
- Must be able to communicate effectively, both verbally and written, with a wide range of people.
- Computer experience required; MS Windows environment, Microsoft Office.
Nice to Have
- Post-secondary certificate in event management an asset.
- A strong record of planning and implementing events, with excellent attention to detail and experience in budget development and control.
- Knowledge of university policies, academic structure and protocol is preferred.
- Knowledge of hospitality industry an asset.
- Demonstrated ability in management and strategic planning highly desirable.
Technical Stack
- MS Windows environment
- Microsoft Office
Team & Environment
You will manage up to four administrative team members and may supervise event management staff. The role also supervises occasional temporary and/or student staff. You will work flexibly and collaboratively within a high profile and high performing office, reporting to the Senior Director, Protocol Ceremonies and Events.
Benefits & Compensation
- Salary: $7,622.83 - $11,886.67 CAD Monthly
Work Mode
This is an onsite position located at the UBC Sauder School of Business.
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
