AFI Event Coordinator

Department: Arrell Food Institute
This position is classified under the Grant & Trust Professional Group

Temporary full-time from 04/15/2026 to 04/14/2028

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant.
Career Opportunities (sapsf.com)

General Purpose

The Arrell Food Institute (AFI) at the University of Guelph is seeking an organized, proactive, and detail-oriented Events Coordinator to support the planning and delivery of high-quality, high-impact events that advance the Institute’s strategic objectives.

Established in 2017 through a transformative $20M matched gift from the Arrell family, AFI is dedicated to transforming global food systems and strengthening Canada’s leadership in sustainable food and agricultural innovation. AFI delivers high-profile engagement activities for key stakeholders, including donors, policymakers, researchers, and thought leaders.

The Events Coordinator is a newly created position designed to expand AFI’s capacity to deliver an increasing volume and complexity of events, particularly following the Institute’s 2024 award of the Sustainable Food Systems for Canada (SF4C) grant. Working closely with the Events Manager, the Events Coordinator will support events from initial planning through execution and post-event wrap-up, ensuring all activities are delivered on time, on budget, and to a high professional standard.

The Events Coordinator will be a valued member of a fast-paced, collaborative team and is expected to demonstrate flexibility, strong problem-solving skills, and a solutions-oriented mindset.

Duties and Responsibilities

Event Coordination and Execution

• Support the planning, coordination, and delivery of all AFI events in collaboration with the Events Manager.
• Coordinate detailed event logistics, including menus, room layouts, audio-visual requirements, agendas, and event timelines.
• Track event expenditures, process invoices, and support budget management in alignment with approved budgets.
• Liaise with venues, suppliers, and vendors, maintaining organized records and negotiating basic service arrangements as directed.
• Manage invitation and registration processes, including RSVP tracking and maintenance of accurate attendee lists.
• Serve as a primary point of contact for event participants, addressing inquiries and resolving issues before and during events.
• Provide on-site event support to ensure smooth execution and a high-quality participant experience.

• Provide departmental support by coordinating with communications staff on event materials and promotion, streamlining standardized processes, and performing other administrative tasks including scheduling meetings and conducting venue research.

Contacts and Stakeholder Database Management

• Maintain and update the AFI stakeholder database by ensuring data integrity, accurately recording new contacts from outreach activities, and documenting detailed interaction histories.

Internal Meeting and Team Support

• Provide logistical and team support for internal AFI meetings and staff celebrations by managing room bookings, RSVP tracking, catering coordination, and planning team-building activities.

Requirements

• Community College Diploma (2-year) or an undergraduate degree in Event Management, Hospitality, Communications, or a related discipline is perferred.
• 1-3 years of experience in an event coordination or event planning role, preferably in a non-profit, academic, or mission-driven environment.
• Experience coordinating events ranging from small meetings to large-scale events (10-500 participants).
• Experience working with diverse stakeholders, including academic, government, donor, or public audiences.
• Exceptional attention to detail and strong organizational skills.
• Ability to thrive in a fast-paced, high-profile, and evolving environment.
• Self-motivated, with the ability to work independently across multiple program areas with minimal supervision.
• Strong interpersonal, written, verbal, and presentation communication skills.
• Demonstrated ability to work collaboratively in a cross-functional team environment.
• Flexibility and adaptability in response to changing priorities and conditions.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Familiarity with contact management or email marketing databases (e.g., Mailchimp) and willingness to learn new software as required.

Employee Type: Temporary
Classification: Grant/ Trust fund position, P&M FT- Band 02
GTP Professional/Managerial Salary Bands

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 03/03/2026
Close Date: 03/17/2026

*Tentative evaluation; subject to committee review.