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Studio Office
3 weeks ago
Guru Studio is a creative-driven entertainment company and an industry leader in animated storytelling. For over twenty years, our studio has brought to life some of the most recognizable and beloved children’s properties in the world.
Guru Studio's dedicated team is passionate about bringing inspired character driven stories to screens around the world. Our award winning and internationally renowned Toronto animated entertainment company is looking for a **Studio Office & Events Coordinator**to join our dynamic team****
**Duties and Responsibilities include but will not be limited to**:
- Reporting directly to Director, People & Culture (Your “Supervisor”).
- Leading studio space initiative projects, including but not limited to space planning, general maintenance, inventory analysis, and vendor relations and noting deficiencies/wear and assessing appropriate measures for repair/replacement.
- Liaising and coordinating with Property Management and acting as a key contact while fielding both facility and general operation questions.
- Coordinate with IT for new equipment shipping/ courier of current and new hires.
- Maintaining studio management budgets, with a priority on tracking past expenditures, forecasting and cost control; ensuring proper studio inventory of essential items such as office supplies, kitchen supplies, printer paper and toner, etc. is maintained and preparing and coding invoices appropriately in a timely manner.
- Developing and issuing communications internally in regard to all upcoming facility and operations initiatives including but not limited to Holiday reminders, building maintenance reminders, etc.
- Managing overall security within the studio by managing access and ensuring health and safety policies and procedures are enforced.
- Responding to studio requests in a timely and efficient manner.
- Supporting reception duties in executing day-to-day tasks; answering the phone and long term department goals.
- Creating and sending Studio wide communications regarding Holiday Studio closures.
- Managing and coordinating all ingoing/outgoing mail and packages and creating appropriate shipping documentation for international shipments.
- Leading the Joint Health & Safety Committee bi-monthly meetings as well as performing monthly walk throughs to ensure Guru is adhering to Health and Safety protocols.
- Tracking employees and teams and managing the sharing of onsite resources amongst departments.
- Maintaining cleaning practices and standards across the studio space.
- Organize and support studio related events (i.e., wrap parties, department lunch, group meetings) when required, for offsite as well as in studio events.
- Organizing facilities and operational activities that contribute to work that we are doing in the studio - details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material etc., when clients are in studio, by sending invitations, reserving event spaces and restaurants, arrange necessary and appropriate services for each event/ catering, and monitor clients’ feedback.
- Understand requirements and expectations for each event, by planning events with a attention to financial and time constraints; events to be approved by appropriate leader.
- Establishing relationships with venues and vendors.
- Organize and manage events operations and lead Guru’s Social Committee collaborating with marketing as well as People & Culture to plan and execute studio-wide events, tours and activities, along with providing support to other departmental studio wide events.
- Leading the planning, logistics and execution of Guru parties including but not limited to the Summer Party and Winter Party.
- Supporting all departments and assisting where needed in an administrative function, including but not limited to AV assistance and behind the scenes support for event planning.
- Be creative and plan fun offsite/onsite activities that allows for a fun, collaborative environment.
**Qualifications**:
- Experience or strong interest in event coordination
- Strong written and verbal communication skills
- Ability to support management and collaborate with talent
- Highly organized with attention to detail
- Able to manage multiple tasks and adapt to changing priorities
- Comfortable working under pressure and meeting deadlines
- Proficient in MS Office and Google Workspace
- Team player with a positive, can-do attitude
- Basic vendor coordination or willingness to learn
- Creative thinker with problem-solving skills
**Why Join Guru?**
- We create a collaborative and creatively fulfilling work environment by promoting courage, purpose, inspiration, integrity, transparency, and empowerment as our core values
- We take great pride in our work and we always ensure it reflects a high standard of quality and creativity
- We encourage individuals to grow with us by offering learning opportunities that encourage skill developmen
