Senior Events and Promotions Specialist-Limited Term

Tracking Code: req2251

Faculty/Department: Communications and Marketing Department

Number of Positions: 1

Appointment Type: Limited Term

Hours of Work: 35 hours per week

Salary Range: Level 10 - Starting Salary, Step 1 $103,661

Posting Date: September 25, 2026

Closing Date: October 2, 2026 (11:59 pm EST)

Job Summary:

Reporting to the Manager, Integrated Communications & Engagement, the Senior Events and Promotions Specialist leads the planning, coordination, and execution of high-profile, pan-university events and promotional initiatives that advance Ontario Tech's strategic priorities and brand reputation. This role is responsible for ensuring that university events-including Convocation, donor announcements, dignitary visits, and president-led forums-are executed at the highest professional standard, delivering seamless experiences that reflect Ontario Tech's values, identity, and institutional excellence.

In addition to overseeing signature events, the Specialist manages the development and implementation of event-related marketing strategies and promotional collateral. Acting as the university's events lead and advisor, this position works closely with internal departments and external partners to develop impactful engagement opportunities, while mentoring a team of support staff and students to ensure a coordinated and consistent approach.

Nature of work:
The position reports to the Manager, Integrated Communications & Engagement.

Responsibilities/accountabilities:

1.Strategic University Event Planning & Production

• Leads end-to-end planning, production, and execution of flagship events including Convocation, Presidential engagements, campaign launches, dignitary visits, and donor/funding announcements.
• Develops and pitches strategic event concepts to the Offices of the President, Provost, Advancement, and other senior leaders to align with university goals.
• Coordinates project timelines, vendor relationships, and creative briefing in partnership with the Project Management team, Creative Services, and Communications staff.
• Produces first drafts of speeches, scripts, and event communications in collaboration with the Communications team.
• Ensures all events are executed in compliance with procurement guidelines, AODA standards, health and safety protocols, and institutional accessibility policies.
• Manages the university's Event Planning guidelines and documentation on Brand Central, ensuring it is user-friendly and current.

2. Event Services Leadership and Institutional Advising

• Serves as the university's primary advisor and contact for event-related requests and protocols.
• Collaborates with Risk Management, Food Services, and Procurement on institutional event guidelines (e.g., safety, alcohol licensing, vendor compliance).
• Participates on university taskforces and event-related committees to establish best practices and improve institutional event strategies.
• Supports the implementation of digital event platforms and virtual/hybrid event formats in collaboration with IT.
• Leads and advises on RFP/RFQ development for campus-wide and high-profile events.
• Keeps a pulse on event planning, décor and other trends to influence and drive relevant and modern university brand experiences.

3. Promotional Brand Collateral and Event Marketing

• Develops and executes the departmental promotional strategy, including sourcing and approving branded giveaways, marketing signage, and event décor. Advises other units across the university on procuring their own materials that are brand aligned and approved.
• Strategizes and collaborates with colleagues and university partners on plans to amplify internal events, ensuring that we're packaging events up as content and contributing to driving Ontario Tech awareness externally.
• Advises university stakeholders (e.g., Advancement, Registrar's Office, faculties) on appropriate, brand-aligned collateral for events and promotions.
• Maintains an inventory of branded assets (banners, pop-ups, flags, tablecloths, etc.) and manages their deployment across campus.
• Collaborates on the development of print and digital promotional materials to support event campaigns.
• Tracks budgets, monitors stock and ensures compliance with procurement policies for promotional and event-related purchases.

4. Team Leadership and Training

• Provides mentorship and guidance to events team, and oversees the recruitment, onboarding, and mentorship of student employees.
• Delegates tasks, leads project briefings, and reviews creative materials to ensure alignment with strategy and standards.
• Provides training and best-practice guidance to departments, event volunteers, and campus partners on institutional event planning, engagement, and branding protocols.
• Represents the Communications and Marketing team on relevant campus committees and internal planning groups.

Required Skills:

• Superior organizational and leadership skills with proven ability to manage multiple events and competing priorities under pressure.
• Strong writing, communication, and collaboration skills across internal and external audiences.
• Proven vendor negotiation and budget oversight capabilities
• Politically astute, with sound judgment in high-profile, protocol-driven settings.
• Client-focused, creative problem solver who thrives in a dynamic, fast-paced team environment.
• Comfortable with digital event platforms and hybrid/virtual engagement formats.

Required Education:

• Minimum three-year post-secondary credential in Event Management, Public Relations, Communications, Marketing, or a related field.

• An equivalent combination of education and related experience may be considered.

* Verification of Academic credentials may be required

Required Experience:

• Three to five years of progressive experience in event and promotions management, ideally within post-secondary, public sector, or high-stakes institutional settings.
• Direct experience managing Convocation or similarly scaled institutional events is a strong asset.

Required Knowledge:
• Expertise in event logistics, stakeholder engagement, and promotions planning.
• Deep understanding of AODA, EDI, and Indigenous relations as they relate to public events and university mandates.

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until October 2, 2026 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.

Job Location: Oshawa, Ontario, Canada

Expected Start Date: 10/19/2026

Expected End Date: 4/21/2028