Communications and Events Associate

McGill University · Ferrier

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Position Summary:
Under the direction of the Administrative Manager, Human Resources and Operations, the incumbent coordinates and supports a broad range of programs, events, communications, partnerships, and administrative activities that advance the mandate and strategic priorities of the Administrative Service Centre 6. The role is responsible for facilitating the planning and delivery of academic, community, and cultural initiatives; supporting stakeholder engagement and outreach; coordinating communications and promotional activities; administering program-related processes and resources; and ensuring the effective day-to-day operation of Institute activities and special projects.

Primary Responsibilities:

• Perform and organize activities that support’s the Faculty of Arts Institute for Indigenous Research and Knowledge (FAIIRK) mandate by coordinating programs, symposiums, student events, and recurring residencies including Writer in Residence, Artist in Residence, Knowledge Holder in Residence, and community engaged initiatives.
• Drive efforts related to the primary priorities within FAIIRK, ensuring that all activities align with strategic objectives.

• Administer fellowships (Rathlyn Fellowship).

• Collaborate with relevant departments and Indigenous/community partners for collaborations and partnerships.

• Assist in the expansion of FAIIRK activities, supporting operations, outreach, and the growth

• Plan events related to symposia and guest speakers, including venue booking, scheduling, and organizing travel, honoraria, and logistics for guest speakers.

• Prepare reports for donors and to increase support for Institute activities.

• Prepare program communications and materials, including website updates, announcements, briefing notes, agendas, minutes, and post-event summaries.

• Work with the Finance Manager to coordinate budgets, including requisitions, expense reports, vendor payments, and expenses for events and miscellaneous programming

• Perform other administrative tasks, general office duties and aiding other projects as needed (including document preparation, scheduling meetings, and managing communication between faculty, students, and external partners).

• Prepares and disseminates information about FAIIRK’s (courses, research, funding, awards, events, community initiatives) via web articles, ads, periodicals, brochures, posters, slides, and audio/visual media.

• Ensures web presence follows best practices; performs site maintenance and updates.

• Administer social channels (e.g., Instagram, Facebook, LinkedIn).

• Identifies opportunities to expand online presence and engagement, developing content that centers Indigenous voices and stories from students/staff/faculty/guests etc.

• Stays abreast of communications needs for Indigenous Studies, FAIIRK

• Collaborates with campus communications teams Builds partnerships and collaborations with Faculty of Arts Communications, Communications and External Relations, First Peoples’ House, the Office of Indigenous Initiatives, the Office of First Nations and Inuit

• Reviews and approves copy and visuals to ensure accurate and respectful Indigenous representation across web, social, print, and media.
• Coordinates production of communications and promotional materials
• Assists in preparing briefings and speaking notes for the Program Director and any other persons involved in events.

• Drafts official correspondence, letters, applications on behalf of FAIIRK.

• Prepares and disseminates FAIIRK’s newsletter including writing articles on events, student highlights, Fellowships, jobs etc.

• Administer mailing lists and contact databases for students, faculty, alumni, and community partners.

• Responsible for the organization and the smooth functioning of FAIIRK’s annual events (Artist in Residence, Writer in Residence, Knowledge holder, symposiums, book launches, guest speakers). Prepares programs, reserves facilities, liaises with vendors and guests, and provides on-site support to ensure smooth delivery and timely issue resolution.

• Promotes events and ensures high-quality electronic/print materials (invitations, programs, flyers, etc.).

• Tracks event/communications budgets; processes invoices, honoraria, and reimbursements.
• Compiles metrics and outcomes; produces year-end PDF reports for the Dean and funders.

Other Qualifying Skills and/or Abilities:

• Experience working with Indigenous communities and supporting Indigenous faculty, staff, and students, including building respectful relationships with Knowledge Holders, Elders, artists, writers, and community partners.
• Strong organizational, project management, and event coordination skills, with the ability to manage competing priorities and meet deadlines.
• Excellent written and verbal communication skills, including report writing, digital content creation, marketing, and outreach.
• Experience in event logistics, website and social media management, financial administration, budgeting, and donor or grant reporting.
• Strong analytical, problem-solving, and administrative skills, with sound judgment, discretion, and confidentiality.
• Proficiency in Microsoft Office, web content management systems, social media, and design tools such as Canva and Adobe Creative Suite.
• Ability to work independently and collaboratively in fast-paced environments, with experience in post-secondary, non-profit, research, cultural, or public-sector settings.

Note: Preference will be given to candidates of Indigenous identity in filling this position. Included in this category are First Nations (status or non-status), Inuit and Métis people, as well as Native Americans and Alaskan Natives from the USA. Candidates with existing relationships to local Indigenous communities are especially encouraged to apply.

As one of Montreal's Top Employers, here is what we offer:

• Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
• Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
• Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
• Competitive vacation policy
• Two (2) personal days
• Two (2) floating holidays
• Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
• Paid time off over the December holiday period
• Tuition waiver for regular employees and their dependents
• Up to two (2) days of remote work per week where the position permits

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.

Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level 4 (fluent) on a scale of 0-4.

For a definition of our language proficiency levels, please click here.

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