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Event Coordinator ( 13-month Parental Leave Contract)

The Event Coordinator is part of the RCM 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 1135 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.


Note: This is a 13-Month Parental Leave replacement beginning the week of April 22, 2019.


MAIN DUTIES & RESPONSIBILITIES:

Responsibilities include, but are not limited to:

  • 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.

  • Provide timely event income reports, participate in annual facility use planning.

  • Liaise with facilities department to coordinate external clients’ space requirements with RCM academic space requirements.

  • Assist in the completion and maintenance of event marketing materials.

  • Recording and maintaining accurate records for each event and for each potential sales contacts.

  • Complete any other tasks as requested.

  • Attend weekly Facility Rentals function/event meeting to discuss upcoming events.


QUALIFICATIONS, SKILLS AND EXPERIENCE:


  • Experience as an Event Coordinator with social, corporate and performance 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.

  • Ability to work long and unconventional hours, including evenings and weekends.

  • Must be able to handle many details with care and be multi-tasked oriented.

The RCM is committed to a policy of equity and inclusion. In accordance with Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, and the RCM’s Access and Equity policy, accommodation will be provided in all parts of the hiring process. Applicants are asked to make their needs known in advance.


Interested candidates are asked to submit a cover letter and current résumé online (please upload a single file combining both documents) Thursday, February 28, 2019.


The RCM thanks all applicants for their interest in this position; however, only those selected for an interview will be contacted. Please note that this position may be filled prior to the application deadline if a suitable candidate has been identified.

 

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Additional Details

Category: Performing Arts
Location:
The Royal Conservatory
T2P 0W4
Calgary, AB, CA
T2P0W4
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Posted: Feb 13, 2019
Deadline: OPEN
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