Coordinator, Events Operations

4 weeks ago


Toronto, Canada Toronto Artscape Full time

Job Title: Events Operations Coordinator

Position Type: Full-time (non-union)

Department: Artscape Performance & Event Venues (APEV)

Reporting to: Senior Lead, Event Operations

How to Apply: Please visit the Artscape Career Page to apply.

Deadline to apply: September 24, 2023

About Artscape:
Position Summary:
RESPONSIBILITIES

Event 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
- 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 event planning, 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 a live performance or events environment: production management, stage management or venue management experience is considered a strong asset
- 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 initiative Fluent in English (written and spoken). Other languages are considered an asset.
- This role will require flexible hours, evenings and weekends to accommodate the event and/or client requirements.


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