P4E Job Fair Coordinator

Department: Student Affairs 

Job Type: Recurring

Full-time/Part-time: Part Time (>910 hrs/year) 

Campus: Waterloo 

Reports to: Manager, Employer Relations & Recruitment

Employee Group: WLUSA 

Application Deadline: April 14th 2026

Requisition ID: 10727 

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact. With a commitment to Indigenization and commitment to equity, diversity, inclusion, Laurier’s thriving community has a place for everyone.

Laurier has more than 21,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well locations in Kitchener and Milton. The university is committed to providing an inclusive workplace, a flexible work policy and employing a workforce that is reflective of local and national demographics. Laurier's Waterloo, Kitchener, and Brantford campuses are located on the shared traditional territory of the Neutral, Anishnaabe, and Haudenosaunee peoples. This land is part of the Dish with One Spoon Treaty between the Haudenosaunee and Anishnaabe peoples and symbolizes the agreement to share, protect our resources, and not to engage in conflict. Laurier's Milton campus is located on the traditional territory of the Mississaugas of the Credit, and part of the Nanfan Treaty of 1701 between the British Crown and the Haudenosaunee Confederacy.

This job posting is for a current vacancy.

Position Summary

The Career Development Centre jointly reports to Student Affairs and the Office of the Provost and Vice President Academic and engages students and alumni in their career development as an integral part of the Laurier experience.

Partnerships for Employment (P4E) is a collaborative initiative between the University of Guelph, University of Waterloo, Wilfrid Laurier University, and Conestoga College. We are career development professionals and educators who empower students and alumni with the tools, opportunities, and connections they need to thrive in their careers. Through our biannual job fairs and ongoing partnerships, we provide access to employers from a wide range of sectors, helping job seekers explore opportunities beyond their fields of study and discover career paths they may not have considered.

The incumbent is responsible for administrative tasks related to the planning and execution of the annual Partnerships for Employment (P4E) Job Fairs . While the incumbent is accountable to a Steering Committee comprised of representatives from the career centres at each of the partner institutions, they report to the Manager, Employer Relations & Recruitment at Laurier where the position is situated. The fairs are the largest of their kind in Canada and typically attract 150 to 220 employer organizations from across North America, and between 2500 and 4000 students and alumni from the four partner institutions. The fairs operate on a budget of approximately $150,000 - $200,000 per fair. Contacts are with employers, vendors, Steering Committee, and students and alumni of the four partner institutions. 

Accountabilities

Administrative Responsibilities:  

• As the primary point of contact for the fairs, respond to inquiries from employers, students, alumni, and vendors.
• Send registration reminders by email to previous attendees and send employers a logistical email the week before the Fair.
• Coordinate employer registrations, resolve issues and send confirmations.
• Update website content, configure and open the registration portal, and promote registered employers on the website. 
• Track tasks assigned to each school and the timeline to completion.
• Prepare employer envelopes(e.g., welcome letter, wi-fi, event information) to be distributed on-site at the fairs to all participating employers.
• Assist with fair set-up and act as key resource contact on all aspects of the fair during the event.
• Contribute to maintaining the P4E website (WordPress) by reviewing and updating content revisions and functionality improvements.
• Update P4E LinkedIn profile with content that has been supplied by the committee member responsible.
• Create reports to analyze employer and student participation in events (e.g., industries represented, types of career opportunities available, student attendance). Make recommendations related to promotional methods/messaging.
• Draft employer survey, create in Qualtrics, monitor responses, and distribute to the committee.
• Coordinate cancellation insurance for job fair as needed.
• Maintain inventory of all signage and materials used at the events (printed materials, swag, tools, supplies etc.), ensure materials are brought to venue for setup, and reorder as necessary.
• Attend and take minutes of Steering Committee meetings; follow up with Steering Committee members to identify outstanding tasks to be  

Financial Responsibilities: 

• Process and track registration fee payments using web-based software, resolve registration issues and follow up on unpaid invoices.
• Ensure that payments are processed in Eventbrite and that cheques are deposited.

Marketing and Promotion:

• Assist in preparing electronic employer invitations and support partner schools as they prepare email campaigns to invite employers to register for the upcoming fair.
• Maintain records of employer participation at past fairs and invite recent past registrants to the upcoming fair.
• Prepare electronic follow-up messaging to encourage registration.
• Research under-represented industries to which the fairs could be promoted and bring forward to the Steering Committee.
• Promote registered organizations on the P4E website by adding names of organizations to the list of Participating Organizations and linking names to the appropriate main website/career site for a given organization.

Other Duties:

• Participate in departmental activities such as staff meetings, on-campus professional development opportunities and staff events.

Qualifications

• Secondary school diploma plus one (1) year post-secondary program and at least 2 years of office experience.
• Experience preparing agendas and taking meeting minutes.
• Demonstrated event planning and marketing experience.

• Competent in MS Office, WordPress, Qualtrics, LinkedIn and databases.
• Excellent organizational skills including the ability to multi-task and to prioritize work.
• Excellent customer service, teamwork, communication and interpersonal skills.

Hours of Work

This is a Part-time, Recurring opportunity. The normal hours of work are 4 hours per day, Monday to Friday. Flexibility in hours may be required, including evening and/or weekend work due to periods of high volume. When possible, the manager will adjust hours to ensure no more than 20 hours are worked in a week. This is a recurring role, working 40 weeks per year from June to March and is subject to a 12-week layoff period including April to May.

This position is eligible for a flexible work arrangement, as per Policy 8.14 (Flexible Work Policy). All arrangement must be approved by the direct manager. In-person attendance for events, as required to meet operational needs, is expected. On occasion, this schedule may need to be adjusted to meet operational requirements.

Compensation

• Level: C
• Rate of Pay: $35.15 - $37.17 per hour with an annual step progression on anniversary date up to $40.19 per hour. Considerations for new hire step placements include, qualifications and length/depth of required experience, relevant market rates for similar jobs, internal equity, and estimated learning curve in starting the job

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors.

Equity, diversity and creating a culture of inclusion are part of Laurier’s core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources. Contact information can be found at careers.wlu.ca/content/How-to-apply/

Should you be interested in learning more about this opportunity, please visit www.wlu.ca/careers for additional information and the online application system. All applications must be submitted online. Please note, a resume and cover letter will be required in electronic form.

Please note, when pre-screening questions are used as part of the application process, AI is utilized to score responses. All other aspects of the hiring process are reviewed by our Talent Acquisition team.