POSITION TITLE: Events, Marketing and Communications Officer
DEPARTMENT: Advancement Communications, Marketing, Events and Donor Relations
CLOSING DATE: July 26, 2019
Reporting to the Manager, Advancement Events, with functional accountability to the Manager, Advancement Communications and Marketing, the Events, Marketing and Communications Officer, works in collaboration with event clients and partners to develop and execute event platforms to further Advancement and university wide strategic goals and priorities. The incumbent plans, project manages, and executes alumni and donor focused events; designs and implements event-related marketing and communications strategies; and as well as other Office of Advancement communications as needed.
As part of the Department of Advancement Communications, Marketing, Events, and Donor Relations, the incumbent works with an exceptional team to leverage events and key messages to further Advancement’s strategic goals while building profile and recognition of Queen’s and Queen’s Alumni brands. Events are tailored to multiple audiences including alumni, donors, community members, volunteers, the Queen’s University Alumni Association (QUAA), and its branches. Events range from university-wide celebrations to donor recognition events, and alumni networking and engagement opportunities on-campus and around the world.
The incumbent must combine sound judgment, exceptional interpersonal and communications skills, strong project management skills, and attention to detail. They must be an excellent communicator who is at home in high-pressure, deadline-driven environments.
This position requires the incumbent to regularly travel and work evenings and weekends and is subject to the Averaging and Travel Time Credit provisions of the USW Local 2010 Collective Agreement.
DUTIES AND RESPONSIBILITIES:
Event Planning and Execution
- As a senior member of the Events team, works with colleagues to create a full repertoire of event designs, concepts, and measures to ensure that events serve a wide variety of strategic goals from a diverse group of clients.
- Consults, advises, and partners with event clients in Advancement and across the university, including faculties and schools, the Principal’s Office, the Office of the Provost, and the University Secretariat to plan, stage, and evaluate a variety of events for multiple audiences in locations ranging from the campus to international cities of strategic importance to the university.
- Collaborates with volunteers to plan and stage a variety of events, ensuring alignment of goals and effectiveness of planning and delivery. Appreciates the differences between volunteer-driven and staff-driven events and adapts style accordingly; is adept at developing partnerships with volunteers.
- Oversees event budgets, timelines, and other aspects of the event project, ensuring that events are delivered on time, within budget and with a high degree of guest satisfaction. Works effectively with event external suppliers to reach optimum event solutions and services.
- Understands the emerging trends of alumni, volunteer, and donor behaviour, including demographic cohort trends, such as those unique to new graduates, to identify new and dynamic event opportunities that address these trends.
- Develops and implements measures, metrics, and other evaluation tools to pursue continuous improvement based on client feedback and program performance.
Advancement Event Communications
- Works collaboratively with the Advancement Communications and Marketing team to develop, implement, and execute creative marketing strategies for events that focus on user-centred design principles and incorporate key messages and the strategic priorities of the Office of Advancement and the university more broadly.
- Fosters relationships with Advancement colleagues, faculties, departments, alumni, donors, students, and volunteers, to reach goals and achieve objectives.
- Identifies audiences, tactics, messaging, and methods of evaluation to ensure communications activities support objectives.
- Takes a lead role in developing marketing and communications plans that support attendance strategies and engaging non-attendees digitally.
- Creates content to support marketing objectives, including writing stories, social media posts, event speaking notes, press releases, and coordinating videos.
- In consultation with the Manager, Advancement Communications and Marketing, engages with key audiences through a variety of social media channels (Facebook, Instagram, LinkedIn, Twitter, Youtube). Follows the Queen’s Social Media Guidelines, recommends, develops and regularly posts content, which may include basic photo video capture and editing, responding to questions, and moderating online discussions, as needed, to support communications objectives.
- Ensures communications standards are met for the Office of Advancement through proofreading, consistent use of language, and the Queen’s Style Guide. Provides strategic advice to internal colleagues on best practices for content marketing relating to events promotion on the Queen’s Alumni website. In collaboration with the Advancement Communications and Marketing team, ensures content meets accessibility and style standards and reflects the communications and marketing strategy for the Office of Advancement.
- Researches industry trends in the areas of print, social media, and web marketing.
- Prepares reports and reviews analytics on an ongoing basis to determine campaign/strategy success.
- Evaluates event performance and needs; provides accurate and timely event analysis and reporting to key stakeholders; makes recommendations to the Manager, Advancement Events for changes designed to enhance event effectiveness.
- Keeps abreast of emerging trends of alumni, student, donor and volunteer attitudes, perceptions and behaviours, and event communications, including demographic cohort trends and survey evaluation. In consultation with the Manager, designs and implements innovative and sophisticated event platforms that address these trends and cultivate life-long alumni and donor engagement with the university.
- Represents the university and Office of Advancement to external audiences, including alumni, donors, volunteers, members of Queen`s faculty and staff, and other friends, community and professional organizations, meetings and conferences.
- Undertakes other duties as assigned in support of the unit and/or department.
- University degree required.
- Several years of relevant experience planning and staging a wide variety of special events that support relationship-building, preferably in an educational setting.
- Several years of relevant experience developing and executing effective marketing and communication plans (including the use of both traditional and digital platforms), preferably in an educational setting.
- Proven success interacting with alumni and donors.
- Demonstrated ability to effectively research, write, and edit to deadlines for a diverse range of communications, incorporating key messages and targeting key audiences.
- Demonstrated successful experience co-ordinating multiple projects and tasks, while meeting deadlines and maintaining accuracy.
- Experience in program analysis and reporting.
- An understanding of accessibility issues and federal and provincial legislation pertaining to electronic communications regarding accessibility, privacy and electronic security, and anti-spam.
- Ability to use and implement new technologies to the Office of Advancement’s advantage.
- Advanced knowledge of operating systems including Office 365, Adobe Creative Suite (InDesign and Photoshop), database packages (Advance), website updates and email creation in HTML format (i.e. Whatcounts), online event registration (i.e. Exware), e-communication systems, and internet tools for data and statistical analysis.
- Knowledge and understanding of Queen’s culture and organization considered an asset.
- Valid G-Class driver’s licence and passport with no travel restrictions.
- Consideration will be given to an equivalent combination of education and experience.
- Strong communications and interpersonal skills to anticipate needs and present data findings/analysis and make business recommendations to staff at all levels of the organization.
- Exceptional writing, editing, and proofreading skills for electronic and print-based communications. Knowledge of English grammar, punctuation, and syntax. Ability to understand tone and voice guidelines and adapt writing styles to audiences and channels. Proven ability to quickly and effectively gather information by means of interviews, database research, etc.
- Proactive, critical and creative thinker who is able to identify potential story ideas/photo opportunities that enhance the Office of Advancement social, digital, and print communications.
- Ability to place social media communications in the broader organizational context and make content decisions accordingly.
- Excellence in researching and interpreting information from diverse sources; selecting appropriate methods of analysis, monitoring emerging trends and issues, and disseminating information.
- Strict attention to detail and accuracy, with an appreciation for the implications of errors for the university and Office of Advancement with respect to reputation and relationship building.
- Strong customer focus, with a proven ability to develop and maintain effective working relationships with others by working co-operatively or independently to accomplish shared goals and objectives.
- Results oriented and works to achieve desired organizational goals by meeting or exceeding standards. Consistently delivers results, sets and achieves goals, consistently complies with quality and accessibility standards and meets deadlines; maintains focus on organizational goals.
- High level of tact and discretion, maturity and good judgement, and the ability to deal with sensitive issues in a professional manner.
- Proven time management and project management skills including an understanding of project management principles, practices, techniques and tools. Ability to prioritize among many competing demands and work effectively under pressure.
- Understanding of the major issues that impact the reputation of Queen’s and its learning environment.
- As a senior member of the Events team, makes decisions affecting the planning and execution of events. Identifies and implements best methods to ensure programs meet the university’s engagement goals.
- Decides how to organize and market events by evaluating several factors such as cost effectiveness, need, interest, etc. Determines appropriate and necessary content for various communications vehicles, the optimal mode to use to communicate key messages, and maintains timeliness of materials.
- Identifies necessary constituents for interviews and further consultation in adequately preparing stories and other event communications materials.
- Assesses the value of each event opportunity as it relates to overall goals, identifies most effective strategy for maximizing event opportunities, and demonstrates expertise in guiding and offering recommendations to colleagues and other university stakeholders.
- Creates and recommends new event opportunities that enhance the visibility of the university and supports strategic goals.
- Identifies resource needs to optimizes program delivery in a fixed resource environment. Recommends budget, annual and long-term plans, and technology investments to maximize relationship-building opportunities.
- Anticipates, analyzes and solve problems, and recommend solutions, alone and/or cooperatively.
- Delegates work to appropriate support staff when necessary.
- Recommends strategies to measure and benchmark the effectiveness of events, and event communications initiatives.
- Determines which university stakeholders need to be consulted in arriving at decisions regarding communications. Recognizes when to call on campus stakeholders to take advantage of their expertise.
- Determines relevant information to facilitate evidence-based decision-making.
- Determines appropriate report format and detail level, for different audiences.
- Allocates time, prioritizes tasks, and determines workflow to ensure needs of internal and external stakeholders are met. Assesses the nature of a request, adjusts priorities, and manages tasks in a fast-paced and demanding environment to achieve optimum efficiencies and productivity.
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