Do you have a passion for event management and a desire to make an impact in world-class venues? Do you want to be part of a dynamic team working with two of the world’s most iconic concert halls? If so, keep reading!
About us
The Corporation of Massey Hall & Roy Thomson Hall is a charitable non-profit organization that owns and operates two of Canada's most iconic concert halls. Massey Hall has successfully completed an extensive renovation and expansion of the venue, this includes a revitalized auditorium, improved amenities for both artists and patrons, and opening of new venues as part of Allied Music Centre, starting with TD Music Hall, and state-of-the-art Deane Cameron Recording Studio. Roy Thomson Hall serves as the home to the Toronto Symphony Orchestra, welcomes the Toronto International Film Festival’s red carpet gala premieres, and plays host to a dynamic array of cultural events throughout the year. The Corporation is actively engaged in Artist Development and Education & Community Outreach initiatives as an investment in the next generation of artists and audiences.
We are seeking an Event Coordinator to join our team, reporting to the Director, Events. In this role, you will work closely with Events Managers and be responsible for delivering exceptional event management services to rental clients and house/co-pro presentations at Massey Hall and Roy Thomson Hall. You’ll have the opportunity to be a vital part of our events team, ensuring smooth, seamless, and memorable experiences for our clients and guests.
Who You Are
You are a self-starter with a passion for event management, excited about the challenge of delivering world-class events. You thrive in dynamic environments, working on a diverse range of concerts and events at two iconic venues. You enjoy collaborating with a team that values open communication and constructive feedback. If you’re looking for a role that combines creativity, problem-solving, and a fast-paced work environment, this is the perfect opportunity for you!
Job Duties
- Event Coordination: Lead the planning and execution of events by advancing show/event requirements with clients and tour managers ahead of the event. Conduct site tours and chair coordination meetings, ensuring alignment between clients and internal teams.
- Communication & Problem-Solving: Maintain positive, open lines of communication with clients and internal departments. Proactively identify potential issues and negotiate creative solutions that meet the needs of all parties involved.
- On-Site Coordination: Oversee events on-site, serving as the liaison between the client and internal departments. Ensure smooth operations by troubleshooting and making quick decisions when issues arise, ensuring the overall success of the event.
- Artist Liaison: Manage artist requirements for house presentations, ensuring that artist needs (transport, accommodation, catering, payment, etc.) are addressed, either via tour manager or directly.
- Third-Party Contracts: Source and negotiate with third-party vendors for services and supplies to meet event requirements within budget constraints.
- Budget & Estimates: Compile and revise estimates for each event, providing clear explanations for any changes. Collect deposits and ensure financial records are kept up to date.
- Team Collaboration: Keep internal departments informed about event details through weekly calendar meetings and event memos. Direct staff accordingly to ensure seamless execution.
- Safety & Compliance: Ensure adherence to fire plans and health and safety policies during events.
- Problem Reporting & Solutions: Proactively report issues to management, providing well-thought-out solutions whenever possible.
- Post-Event Settlements: Prepare and submit a settlement package for each event, coordinating with Finance for implementation.
- Event Documentation: Create and maintain detailed event files to ensure accurate historical records for future reference.
- Staff Support: Support event staff on-site to ensure smooth running of the event, maintaining high service standards and client satisfaction.
- Contract Facilitation: Facilitate third-party contracts for event services on behalf of the client, with approval from the Director of Events.
Requirements
- A certificate program in hospitality or event planning.
- 2-3 years of experience in event coordination or working with corporate clients and promoters within the industry.
- Proven ability to deliver exceptional customer service.
- Proficiency in Word, Excel, CRM, and Outlook.
- Flexibility to work in different environments, including evenings and weekends.
- Excellent communication, interpersonal, diplomacy, and influencing skills.
- Strong problem-solving, troubleshooting, and decision-making abilities.
- Good organizational skills with the ability to multitask and work under pressure.
As an equitable employer, The Corporation of Massey Hall and Roy Thomson Hall is committed to providing a safe and inclusive environment where a diverse workforce thrives. Applicants requiring accommodation at any stage of the recruitment process should contact Human Resources. The Corporation is committed to providing employment accommodations in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act.
We thank all applicants for their interest in this position.
Due to high volume of applications, we will only contact applicants who are selected for an interview.
No phone calls please.
