Event Coordinator, Facility Rentals

Job Title 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, and teacher certification. Graduates from its two performance training programs, The Glenn Gould School and The Phil & Eli Taylor Performance Academy for Young Artists, regularly perform on major international stages. The RCM 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.com for more information.

What is the Opportunity?

The Event Coordinator is part of the RCM’s Performing Arts Division and will have responsibility for coordinating meetings and 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 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

• Promote and sell RCM event spaces to event clients.
• Coordinate site visits for potential clients.
• Compile all event information in a timely fashion to complete an accurate and clear event proposal for each potential client.
• Manage all communication between event client and the RCM in a timely and professional manner.
• Ensure that client is aware of and adheres to all RCM event policies.
• Participate in and coordinate all aspects of event planning for each event to ensure compliance with supplier contracts and RCM policies.
• 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.
• 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.
• The coordinator acts as the on-site contact for their assigned groups, and will assist other coordinators with full on-site coverage of all groups on-site as necessary.
• Assisting with the event billing, event reports and issuing thank-you letters following each event.
• Recording and maintaining accurate records for each event and for each potential sales contact.
• Attend weekly Facility Rentals function/event meeting to discuss upcoming events.
• Perform other duties as required.

Job Requirements

What We're Looking For

• Minimum of 3 years of experience as an Event Coordinator with performance, corporate and social events.
• Experience working at a performing arts venue would be an asset.
• Positive and professional attitude.
• Exemplary customer service skills and demonstrated ability to work well with people of diverse backgrounds.
• Familiarity with local event suppliers and local annual events.
• Willingness and ability to work effectively under pressure and respond nimbly to deadlines, able to perform well in stressful situations.
• Careful, diplomatic and highly organized.
• Assiduous attention to detail.
• Excellent verbal and written skills.
• Good negotiating skills.
• Team oriented with an ability to work independently.
• Problem-solving skills, diplomacy.
• Must be able to handle many details with care and be multi-task oriented.
  

Salary Range

• $50,000 - $53,000 per annum.
  

Additional Information

• This role is mostly in person at RCM in Toronto, Ontario to align with on-site event and client needs.
• Ability to work long and unconventional hours, including evenings and weekends.
• Flexibility will be warranted to offset any evening requirements in terms of working hours.

• This opportunity is for a current vacancy.

• AI Disclosure: AI is not being used to screen, assess, or select applicants.