Event Associate

3 weeks ago


Toronto, Canada Toronto Public Library Full time

Under the direction of the Sales Supervisor, this position will be responsible for venue rental contracts, event
planning & coordination, and assisting in supervision of events.

**DUTIES**:
Under the general direction of the designated manager, the position is responsible for:

- Liaise with Sales Supervisor on all venue rental contracts and events
- Coordinate the logistics of venue bookings
- Meet with clients and other groups as required to organize and coordinate bookings
- Finalize client requirements including room setup, required event personnel
- Ensure that room setup is in accordance with lease requirements, standard venue booking
- procedures and with safety standards and fire and health codes.- Monitor administrative procedures and progress of venue bookings
- Calculate and provide Sales Supervisor with all estimates of potential costs for a venue booking
- In conjunction with the Sales Supervisor assumes primary responsibility for maintaining the venue

booking system with respect to booking calendar, all booking related setup details and client
database
- Coordinate with internal and external service providers for venue bookings, including catering,

entertainment, flowers, decorations, signage, audio visual equipment and technician, security,
cleaning and other activities as required
- Ensure user compliance with Library policies, procedures and City by-laws
- Assist the Sales Supervisor to negotiate contracts for services, approve supplier invoices, maintain
- financial records, review final billing to clients and prepare reports as necessary- Oversee seamless operation of venue bookings in progress as needed
- Finalize all charges and prepare client billing for distribution to client and Library Administration
- Liaise with accounting to ensure proper payout of commissions to Toronto Public Library from all
- event vendors- Maintain venue booking log noting attendance, times, significant highlights
- Assist Sales Supervisor to achieve continuous effort to improve operations through streamlining
- work processes, and work cooperatively and jointly to provide quality seamless customer service- Assist in the resolution of problems or complaints from clients in accordance with established policies
- and procedures- Other duties as assigned by the Sales Supervisor

**QUALIFICATIONS**:

- College diploma in events, convention or meeting management, tourism or hospitality
- administration- Minimum 1 year successful events coordination
- Demonstrated experience pertinent to the duties listed above
- Well-developed organizational skills
- Strong interpersonal skills
- Excellent customer service skills

**SALARY**:$59,059.00 per annum (2023 Rates)

**How to Apply**:
and advise that only those selected for an interview will be contacted.

Indigenous people, persons with disabilities, and persons of any sexual orientation or gender identity.
Upon request, accommodation will be provided for persons with disabilities through all stages of the
recruitment and selection process.


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