Cast Coordinator (Fixed Term)

Disney Cruise Line (DCL), a division of The Walt Disney Company, operates a six-ship fleet of premium class cruise liners and is the industry leader in family vacations at sea. DCL Entertainment (Toronto) is a subsidiary of The Walt Disney Company Canada and serves as the rehearsal headquarters for DCL’s award-winning theatrical productions. Within a state-of-the-art entertainment rehearsal facility, DCL’s production teams pride themselves on creating memorable family entertainment that is both enchanting and magical – delighting the young and young at heart with legendary Disney storytelling.

Based in Toronto, Ontario, Canada and reporting to the Company Manager, the Cast Coordinator works closely with production supervisors, character managers, performers and creative teams on the administrative and operational needs of the business as well as with recruiting partners and production representatives and travel arrangers who are located in the US.

Responsibilities:

1. Coordinate Performer arrivals, departures, housing as well as correspondence.
2. Understanding of current travel requirements including Visas, Passports and border crossings.
3. Constant monitoring of email for updates relating to cast contract dates, vendor needs, operational changes and take action accordingly.
4. Flag and communicate important updates to core production/creative teams, and shipboard/technical teams in a clear, concise and timely manner.
5. Partner with recruiting, travel, safety and entertainment operations in Orlando and aboard ships.
6. Coordinate travel for performers including returning crew letters for non-US cast.
7. Team travel assistance including IRGS booking and troubleshoot for creative and production teams including visiting project teams.
8. Maintain performer photo library and disseminate for production teams.
9. Administrative support in relation to performer pay process; Toronto cast housing; local and remote ground transportation; injury reporting and processing.
10. Facility familiarization, prepare and present welcome meetings for arriving cast members.
11. Create and maintain WhatsApp communication group for immediate cast advisory requirements.
12. Conduct and lead meetings with performers delivering key information, expectations and sensitive information where required.
13. Oversight, tracking and execution of required company training courses such as Traditions, facility safety and Human Resources compliance.
14. Costume fittings return travel and Personal Safety Training arrangements for DCL certificate verification.
15. Responsible, respectful and confidential handling of company and performer information.
16. Continuous improvement to develop and implement smart systems to advance the goals of the business.
17. Maintain accurate and up to date cast housing and travel records including IRGS blocks and BGA requirements.
18. Maintains and updates swipe keys and facility access cards for cast, core team and visitors.
19. Safety Management System (SMS) – Responsible for upholding the general safety management responsibilities in the SMS within the areas under their control.
20. Special projects, assignments and duties as required.

Qualifications:

1. 3+ years’ experience working in similar role or capacity.
2. Post-Secondary education in administration, events management, or arts management.
3. Understanding of the Performing Arts and or Cruise Industry considered an asset.
4. Ability to assess and manage competing and changing priorities in a fast-paced environment.
5. Strong communication, organizational, administrative and problem-solving skills.
6. A solution seeker with the ability to troubleshoot and thrive under pressure.
7. Enjoys being part of an exciting, busy team.
8. Understands information flow and potential impacts.
9. Full computer literacy - PowerPoint, Excel, Smartsheet, Microsoft applications etc. Experience with SAP is an asset.
10. Able to work with a flexible and fluid production schedule including weekends and long days during busy periods.

Our Company proudly provides equal employment opportunity for all employees and applicants. We welcome and encourage applications from persons with disabilities. Accommodations are available upon request for candidates taking part in any aspect of the selection process.