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Senior Event Coordinator, Facility Rentals Job in Toronto Recruiting by The Royal Conservatory

Senior Event Coordinator, Facility Rentals

🔖 Full Time

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Job Title Senior Event Coordinator, Facility Rentals Job Type Full-time Location The Royal Conservatory - Toronto, ON M5S 1W2 CA (Primary)
Job Description

The Royal Conservatory (RCM) is one of the largest and most respected music education institutions in the world, providing the definitive standard of excellence in curriculum design, assessment, performance training, teacher certification. It is also a leader in the development of early childhood education programs and arts-based social programs and presents a diverse range of concerts featuring the finest Canadian and international artists in its magnificent performance space, Koerner Hall. Please visit www.rcmusic.ca for more information.

What is the Opportunity?

The Senior Event Coordinator, Facility Rentals is part of the RCM Performing Arts Division and will have responsibility for supervising and coordinating events at the Royal Conservatory. Events will include performances, recitals, rehearsals, concerts, galas, receptions, dinners, social events such as weddings and parties, AGMs, launch events and meetings. Clients will include performing arts organizations; corporate, social, not-for-profit, and media organizations; individuals; and RCM internal groups.

Event spaces range in size from our showcase 1,135 seat concert hall (Koerner Hall), to our smaller concert halls and event spaces. All events produced at the RCM are managed by our professional, innovative and customer-oriented event team, with sensitivity to the RCM’s academic programs and organizational goals. All events must be planned within the framework of the RCM’s mandate to support education in the arts and must also coordinate with RCM’s ongoing education programs and performances.

Main Duties & Responsibilities

Reporting to and working closely with the Facility Rental Manager, the Senior Event Coordinator, Facility Rentals will aid in the supervision of event coordination and administration for the Performing Arts Division at RCM.

Act as Event Coordinator for major conferences and events.

Provide leadership to a team of Event Coordinators, ensuring they are aware of and adhering to all RCM event policies and compiling all event information in a timely fashion.

Support Event Coordinators as they work to communicate clearly and in a timely manner with event clients.

Ensure that all event materials are accurate and saved in shared event files in a timely manner for all departments to access.

Assist and work with the RCM facilities staff, catering staff, all delivery and décor staff and all departments where applicable, to ensure that the guest's needs and requirements are fulfilled, while protecting the integrity of the RCM academic and performance activities.

Ensure that all RCM suppliers and RCM departments are aware of their specific duties pertaining to the group while they are guests of the RCM.

Ensure that the RCM Event Coordinators and/or Event Supervisors are supported in their work as on-site contacts for their assigned event clients.

When necessary, act as the onsite contact for events, including coordinating deliveries, suppliers, event set up, facility preparedness, signage, client assistance and all planning and day of event requirements.

Where possible, promote and sell RCM event spaces to event clients.

Where appropriate, coordinate and attend site visits for confirmed event clients.

Participate in and oversee all aspects of event planning for external events as required, to ensure compliance with supplier contracts and RCM policies.

Lead weekly Production Meetings where each event is reviewed in detail with all departments.

As required, assist with all external and internal event billing, ensuring completion in a timely and accurate manner. Develop event reports and thank you letters following each event.

Assist the General Manager with monthly and per-event accounting reviews of financial reports and revenue/expense reconciliations.

Attend weekly Booking Review Meeting and communicate new event assignments to Event Coordinators.

Other duties related to the areas described above, as assigned.

Job Requirements

Who We're Looking For

Minimum of 5-7 years of experience as an Event Coordinator with performance, corporate and social events.

Prior experience in a supervisory role would be an asset.

Experience working at a performing arts venue would be an asset.

Familiarity with local event suppliers and local annual events, particularly in the arts sector.

Willingness and ability to work effectively under pressure and respond nimbly to deadlines, coupled with the ability to perform well in stressful situations.

Exemplary customer service and interpersonal skills.

Excellent verbal and written skills.

Operates with tact and diplomacy.

Highly organized, with assiduous attention to detail.

Solid negotiation skills.

Team-oriented, with the ability to work independently.

Must be able to handle many details with care and multi-task effectively.

Salary Range

$65,000 per annum

Additional Information

Ability to work unconventional hours including evenings and weekends. Flexibility is required to support the variable schedule of our events.

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