Coordinator, Events Operations - Jobs in Toronto, ON

Job Description

Position Type: Full Time, RegularDepartment: Artscape Performance & Events VenuesReporting to: Manager, Events OperationsLocation: 130 Queens Quay East with a willingness to travel across the portfolio as requiredHow to Apply: Please visit the Artscape Career Page to apply.Hiring Range: $43,000 - $50,000What we offer: Hybrid flexible scheduleComprehensive Extended Health Benefits24/7 Employee Assistance ProgramEmployer matched RRSP up to 1%Generous paid time off, including Vacation days, Sick Time, Two Personal DaysOne paid Social Activism day in JuneHolidays office closure in December.E-learning program available all year round.Professional development and tuition assistance budget availableJob Summary:The Coordinator, Events, is responsible for client management and logistics of events across 6 Artscape Performance and Event Venues (APEV). Reporting to the Manager, Events and working closely with the overall Artscape event team, local community, tenants and clients. The Coordinator, Events, is responsible for customer service and logistics coordination of events throughout the events portfolio, focusing on specific venues or event types.RESPONSIBILITIESEvent Logistics

• Event Logistics - In collaboration with the Artscape team, tenants and appropriate stakeholders, coordinate all venue-related logistics for events across APEV, focusing on specific venues or event types.
• Prepares cost-effective and thoughtful event estimates, technical briefings and part-time staff scheduling in line with event requirements and technical equipment resources, in collaboration with the Manager Events and Technical Services Coordinator.
• Provides event information, to part-time event staff, including stage employees who are members of IATSE B173.
• Works closely with event services teams in other properties to execute communication protocols and operating procedures, under the supervision of the Manager, Events.
• Works collaboratively with the centralized APEV sales team to ensure event-related administration is accurate and complete.
• Assists the APEV sales team with site tours for potential clients.
• Supervises, directs, and coordinates the activities of vendors, personnel, subcontractors, as required
• Ensures health and safety guidelines are followed by direct reports, clients and caterers
• Acts as Venue Supervisor or Venue Support Staff on an ad-hoc basis as required, as outlined in the IATSE B173 collective agreement.
• Acts as a positive and professional representative for Artscape, modelling the Artscape values of Creativity, Integrity, Community, Collaboration and Learning.

Client Relationships

• Manages client expectations, including assessing clients needs and exercising good judgement to make appropriate recommendations for events and technical setups; meeting and communicating with clients throughout the event planning process.
• Maintains ongoing communication and coordination with tenants, clients and guests in a friendly and professional manner, demonstrating a collaborative spirit; Work closely with staff to troubleshoot, manage and minimize event services impact on Artscape members and tenants.
• Develops trusting relationships with community members, ensuring they feel welcome to host events at Artscape.

Administration

• Prepares and distributes event documents and packages promptly to clients and vendors.
• Coordinates and prepares event briefings, weekly calendar meetings, notes for event staff and other stakeholders.
• Reconciles reporting for invoicing, SOCAN, Fund Development, and other reporting as required.
• Other similar or related duties as assigned.

MINIMUM QUALIFICATIONS

• Post-secondary education in attainment in theatre, events, project management or related field of study OR equivalent knowledge, skills, competencies, and abilities gained through alternative education or experience.
• Minimum one (1) year of experience in B experience in a live performance or events environment: production management, stage management or venue management experience is considered a strong asset
• Medium level proficiency in Microsoft applications and Microsoft Office 365 (PowerPoint, Excel, Word, OneDrive, SharePoint, Teams).
• Previous experience indirectly or directly managing a team of people students/volunteers is an asset.
• Customer Service, First Aid and De-escalation training is required.
• Well organized, detail-oriented and a strong multitasker; Highly self-motivated, takes initiativeFluent in English (written and spoken). Other languages are considered an asset.
• This role will require flexible hours to accommodate the event and/or client requirements.

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