Assistant Events Manager, Facility Rentals

Royal Conservatory of Music; Old Toronto; On-site; CAD 62,000 - 65,000; Full time

Job summary

An established industry player in music education seeks an Assistant Events Manager to oversee diverse events at their prestigious venue. This role demands a highly organized individual with extensive experience in event coordination, capable of managing performances, receptions, and social gatherings while ensuring exceptional customer service. You'll work closely with a dynamic team to create memorable experiences, balancing the demands of event logistics with the artistic mission of the Conservatory. If you thrive in a fast-paced environment and have a passion for the arts, this is an exciting opportunity to contribute to a vibrant community.

Qualifications

• 7-10 years of experience in event coordination for various types of events.
• Strong customer service skills and ability to work with diverse groups.

Responsibilities

• Supervise and coordinate all events at the Royal Conservatory.
• Prepare staffing requisitions and lead weekly production meetings.
• Ensure compliance with event policies and support event coordinators.

Skills

Event Coordination

Customer Service

Organizational Skills

Problem-Solving

Communication Skills

Attention to Detail

Time Management

Education

Bachelor's Degree in Event Management or related field

Job description

The Royal Conservatory 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, and arts-based social programs.

Assistant Events Manager, Facility Rentals - (RCM340.1)

Job Title: Assistant Events Manager, Facility Rentals

Job Type: Full-time

Location: The Royal Conservatory - Toronto, ON M5S 1W2 CA

Job Description

The Assistant Events Manager, Facility Rentals is part of the RCM Performing Arts Division and will have responsibility for supervising and coordinating all 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 Assistant Event Manager will aid in the supervision of event coordination and administration for the Performing Arts Division at RCM.
• Prepare and send out monthly part-time staffing requisitions, ensuring schedule updates are sent to part-time departments in a timely manner.
• Lead weekly Production Meetings where each event is reviewed in detail with all departments.
• Supervise all internal event billing, ensuring it’s completed in a timely and accurate manner.
• As required, assist with the external event billing, event reports, and issuing thank-you letters following each event.
• Assist the General Manager with monthly and per-event accounting reviews of financial reports and revenue/expense reconciliations.
• As required, act as Event Coordinator for major conferences and events.
• Ensure that Event Coordinators are aware of and adhering to all RCM event policies.
• Ensure Event Coordinators compile all event information in a timely fashion to complete an accurate and clear event proposal for each potential client.
• Support Event Coordinators as they work to communicate clearly and in a timely manner with event clients.
• Participate in and coordinate all aspects of event planning for each event to ensure compliance with supplier contracts and RCM policies.
• 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.
• Coordinate and attend site visits for confirmed event clients.
• Attend weekly Booking Review Meeting and communicate new event assignments to Event Coordinators.
• Other duties related to the areas described above as assigned.

What We're Looking For

• Minimum of 7-10 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, particularly in the arts sector.
• 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.
• 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.

Additional Information

• 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.

Salary Range

$62,000 - $65,000 per annum

How to Apply

Interested candidates are asked to submit a cover letter and current résumé online (please upload a single file combining both documents) at www.rcmusic.com/about-us/careers-royal-conservatory. Applications will be accepted until a suitable candidate has been identified.

The RCM is committed to fostering an inclusive, equitable and accessible workplace. In accordance with the Ontario Human Rights Code, the Accessibility for Ontarians with Disabilities Act, 2005, and the RCM’s Anti-Racism, Access and Equity Policy, accommodation will be provided at any stage of the recruitment and selection process. Applicants are asked to make their accommodation needs known when they have been contacted for an interview.

The RCM thanks all applicants for their interest in this position; however, only those selected for an interview will be contacted in the New Year.