Event Coordinator

1 month ago

Toronto, Canada University of Toronto Full time

**Date Posted**:06/09/2023
**Req ID**: 31908
**Faculty/Division**: VP & Provost
**Department**: Hart House
**Campus**: St. George (Downtown Toronto)
**Position Number**: 00054859

**Description**:
**About us**:
Hart House is a centre for experiential education outside the classroom at the University of Toronto. Since it opened in 1919, Hart House functions as a place where students, faculty, staff, alumni and membersof the broader community connect with each other and the world. Through an array of co-curricular programming in the arts, dialogue and wellness, Hart House works with local and international partners to foster community and to create innovative learningopportunities for students. Hart House operates from a historic facility on the St. George campus, as well as a 150-acre farm in Caledon, Ontario, offering a wide range of services through a social enterprise model that generates revenue to support its student-focused programming on all three University of Toronto campuses.

For over 100 years, Hart House has been delivering exceptional experiences and lasting memories, and our Hospitality Services team supports each meaningful exchange and encounter. Whether our clients are hosting a multi-day hybrid conference, enjoying lunch at the Gallery Grill restaurant, or saying “I do” in the Great Hall, we pride ourselves on delivering superlative customer service through thoughtful planning, delectable menus, beautifully appointed spaces, and technological expertise. Our team of hospitality professionals is unified around a common goal: to deliver unforgettable experiences that exceed client expectations and contribute to the vibrant community that Hart House welcomes and supports.

**Your opportunity**:
Under the supervision of the Manager, Event Services and Client Success, the Event Coordinator is a champion of customer service at Hart House, ensuring that all services provided by Hart House as a full-service event venue are successfully planned, delivered, and executed for the benefit of our clients and guests.

The incumbent upholds superlative customer service standards and assists in planning events by suggesting the most appropriate event spaces and services, providing detailed estimates for catering and audio-visual services, creating event plans and banquet event orders, creating customized room diagrams, and makes recommendations to enhance events and simplify the logistics of the event planning process.

The Event Coordinator develops and maintains excellent relationships with clients and works in close collaboration with other in-house staff to ensure that events take place without incident and to the complete satisfaction of the client, and communicates guidelines, plans, and legal obligations for use of the facility to clients and guests. As well, the Event Coordinator is responsible for managing client files and information, keeping event orders accurate, and communicating with various Hart House staff about the details pertaining to each event.

**Your responsibilities will include**:

- Building and strengthening relationships with stakeholders and partners of strategic importance
- Drafting internal and external communications
- Determining logístical details and activities for events and/or programming
- Overseeing the implementation of event plans and activities
- Liaising with clients and vendors to resolve minor complaints and address issues
- Resolving issues that may occur during events and escalating problems as required
- Conducting post-event evaluation, analysis and recommendations for changes
- Analyzing administrative processes and procedures and recommending changes for improvement

**Essential Qualifications**:

- Bachelor's Degree, certificate in event management or project management or an acceptable equivalent combination of education and experience.
- Minimum three years hospitality industry and event coordination experience required, preferably within a post-secondary environment.
- Computer skills including MS Office (OneDrive, SharePoint, Teams, Word, Excel, PowerPoint, Outlook) and reservation database.
- Ability to coordinate events and staff.
- Excellent written and verbal communication skills; ability to relate well with students, internal partners and clients.
- Strong administrative and organizational skills; accuracy and attention to detail.
- Ability to work independently as well as part of a team.
- Ability to prioritize work, work in an environment of regular interruptions, and work under pressure to meet strict deadlines.
- Excellent inclusive customer service, interpersonal skills, demonstrated conflict management skills and good judgment and initiative.
- Demonstrated commitment to equity, diversity and inclusion in all work responsibilities and in collaborative workplace practices.

**Assets (Nonessential)**:

- Knowledge of EMS event planning system or other event management software.
- Experience with project management softwares (e.g., Asana)

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