The University of Toronto Asia Pacific Advancement Office in Hong Kong is searching to fill the position of Event Assistant. The position is available for 9 -12 months contract and is open to individuals with Hong Kong permanent residency.
This position will be a supporting role to a number of projects and annual events for the Foundation. For example, the incumbent will focus his/her work on supporting the Foundation’s scholarship recruitment and selection process. Other responsibilities include administrative and logistical support for the Foundation’s AGM such as RSVPs, venue and vendor liaison, preparation of documents and drafting minutes. Event management skills will include event budgeting, tracking of table sales, developing and tracking time line, assisting the committee in sourcing and securing sponsorship and on-site support.
Applicants should have a bachelor’s degree with 3-5 years of project or event management experience. The ideal candidate should be self-motivated with excellent communication skills; a team player; detailed oriented and organized. Good command of written and spoken English and Chinese (Cantonese and Putonghua) is essential.
Duties and Responsibilities:
• Coordinate the logistics and administration of events; book event space, arrange food and beverage, order supplies and audiovisual equipment, order event signs, and ensure appropriate décor to meet the quality expectations;
• Coordinate all day-of-event activities including entertainment and operations; acts as on-site contact for events when necessary;
• Liaison with external vendors and suppliers；
• Orient and demonstrate protocol to casual staff or volunteers for events;
• Manage and oversea all online registration and invitations for events;
• Participate in the creative process on all events and programs pertaining to events with a focus on regional events;
• Maintain knowledge of venues in various regions;
• Foster positive supplier and vendor relationships, ensure external and internal stakeholders are in compliance and adherence to University of Toronto policies and guidelines;
• Represent the University of Toronto as required at meetings with external partners;
• Coordinate travel arrangements, visas, transportation and accommodations for delegations;
• Assist in trip itineraries;
• Other duties as assigned
Established in 1827, the University of Toronto is Canada’s largest university, recognized as a global leader in research and teaching. With an estimated 10,000 alumni living in Hong Kong and thousands more in China, Korea, Japan, Singapore and South East Asia, U of T’s links to Asia are profound. The University has maintained an advancement office in Hong Kong for more than 18 years.