Event Coordinator, Full-time Hourly

Avanti Software Inc.; St. Catharines, Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

An established institution is seeking an Event Coordinator to assist in planning and executing events at the University of Toronto. This dynamic role involves collaborating with the Great Hall Manager to ensure seamless event logistics, managing supplies, and serving as the primary contact for event inquiries. Ideal candidates will have a passion for organization and creativity, with strong communication skills and a commitment to delivering exceptional service. Join a team that values innovation and respect, and play a key role in enhancing the university's vibrant community through engaging events.

Qualifications

• 1-2 years of experience in event planning or production.
• Post-secondary graduate in events, management, or related field.

Responsibilities

• Coordinate event setup, execution, and breakdown with the Great Hall Manager.
• Manage event logistics including supplies and scheduling.
• Act as primary contact for clients and vendors regarding events.

Skills

Organizational Skills

Time Management

Communication Skills

Creative Thinking

Detail Orientation

Education

Post-secondary education in events or management

Tools

Microsoft Office

POS Systems

Job description

You’ll assist with the planning and execution of events, ensuring all logistical details are managed efficiently. Close collaboration with the Great Hall Manager to coordinate and oversee events hosted in the Great Hall and at University of Toronto faculties. You’ll manage supplies, merchandise, and scheduling while serving as the primary point of contact for event-related inquiries.

This is a full-time hourly position working 25 to 40 hours weekly, including occasional evenings and weekends.

Key Responsibilities include:

• Collaborate with the Great Hall Manager to coordinate event setup, execution, and breakdown
• Ensure all event logistics are managed, including procuring and organizing necessary merchandise and materials
• Assist with events at other University of Toronto buildings where the bookstore provides merchandise or book sales
• Manage special event requirements, such as equipment needs, catering, and decorations
• Act as the primary contact for clients, vendors, and guests regarding event-related questions
• Respond to email, phone, and in-person inquiries promptly and professionally
• Maintain and organize event calendar, ensuring proper scheduling and resource allocation
• Keep accurate event records, including confirmed bookings, client requests, and special requirements
• Manage event deposits and track payments
• Support financial transactions related to events, ensuring proper documentation and record keeping

Education, Qualifications, and Experience:

• Post-secondary graduate, specializing in events, management, business, or related field is an asset; or equivalent combination of education/experience
• 1-2 years of experience in event planning or production, preferably in a professional or post-secondary environment

Knowledge, Skills, and Attributes:

• Excellent organizational and time-management skills
• Creative thinker with the ability to develop innovative event ideas and partnerships
• Excellent communication skills
• Detail-oriented, with the ability to manage multiple tasks simultaneously
• Ability to work collaboratively with internal teams and external partners
• Proficiency in Microsoft Office and/or POS systems is highly desirable
• Intellectual curiosity and a commitment to continuous learning is highly valued – a growth mindset
• Values matter to you. You bring your whole self to work, and you live our values of accountability, innovation, respect, and customer focus

About our Team:

The UofT Bookstore provides many important goods and services to the University of Toronto community. We operate four stores across the three U of T campuses (St. George, Mississauga, Scarborough, and Faculty of Law) and a large online shop that ships Canada-wide and internationally. We offer a wide selection of course materials including new, used, digital, and custom course pack options, all competitively priced with a student budget in mind. We also carry U of T–branded clothing and merchandise, gifts, trade books, technology products, school supplies, and more.

About University of Toronto Press:

University of Toronto Press (UTP) is one of the largest university presses in North America, publishing landmark scholarship since 1901. Each year UTP releases over 200 new scholarly, course, and general interest books in both print and eBook format and over 45 journals. In addition, UTP manages the distribution for over 200 publishers and imprints in Canada, the US and around the world, with warehouses in Toronto ON and Buffalo NY. UTP also runs all of the University of Toronto Bookstores across the three main campuses, serving over 95,000 students and 15,000 faculty. For more information, please visit utorontopress.com.

As the leading university press in Canada and one of the largest in North America, we acknowledge our role and responsibility in effecting positive change. With this, we seek to continuously improve the diversity and representation of our publications and the clients we represent, as well as within the makeup of our organization. With strong commitment from leadership, we are collectively bringing forward change across the organization, both within our company culture and in our publishing, distribution, and retail endeavours. UTP operates with mutual trust, respect, and integrity as we strive to identify and remove barriers. We are committed to making UTP a great place to work by addressing and challenging systemic inequities.

Interested in applying?

We truly thank all applicants for their interest in joining the Press, only those candidates considered for an initial interview will be contacted.

The University of Toronto Press encourages applications from all qualified candidates. If you need accommodation at any stage of the application process or want more information on our accommodation policies, please contact the People Team at 416.978.2239 ext. 2255.

This is a current vacancy within our organization.