Events Assistant (Young Canada Works)

The Bentway Conservancy; Toronto; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

Join a dynamic civic organization dedicated to enhancing urban life through innovative public spaces! As an Events Assistant, you will play a crucial role in planning and executing events, collaborating with various stakeholders to create memorable experiences. This exciting opportunity allows you to develop your skills in event management while working closely with a passionate team. If you're a recent graduate eager to make a difference in the community and thrive in a fast-paced environment, this role is perfect for you. Embrace the chance to contribute to a vibrant urban culture and be part of a creative movement reimagining public spaces.

Qualifications

• Recent graduate from a post-secondary program in Event Management or related field.
• Excellent interpersonal and communication skills required.

Responsibilities

• Support the administration and implementation of event rental strategy.
• Coordinate and execute events by external parties.

Skills

Interpersonal Skills

Communication Skills

Problem-Solving Skills

Event Management

Teamwork

Adaptability

Education

Post-secondary program in Event Management

Arts Administration

Tools

Microsoft Office Suite

Airtable

DocuSign

Approval Max

Job description

Position Type: Full time

Location: 55 Fort York Blvd, Toronto ON (hybrid work environment)

Start Date: May 26, 2025

Length of Position: 16 weeks (May 26 – September 12, 2025)

Compensation: $18.00/hr

Deadline to Apply: May 8, 2025 at 5pm

Position Summary

The Events Assistant will obtain skills working with clients to plan and execute events.

Reporting to the Supervisor, Events, and working in close collaboration with the Production team and on-site facilities staff, the Events Assistant is an integral member of The Bentway team, responsible for supporting event rentals across all Bentway sites and building strong relationships with clients ranging from Marketing Agencies, Event Producers, Market Organizers, and more!

Primary responsibilities include supporting the administration and implementation of a third-party event rental strategy, and the coordination and execution of events by external parties.

This role will liaise closely with internal and external partners and stakeholders, working with them to deliver stellar experiences on our clients and their guest's site.

About

The Bentway is a dynamic civic organization dedicated to enhancing urban life through the design and implementation of innovative public spaces, public programming, and site operations. Deeply rooted in Toronto’s urban fabric, The Bentway leads a creative movement to re-imagine the possibilities of the Gardiner Expressway. We believe in the power of art and culture to spark the urban imagination, transform communities and foster vibrant, inclusive cities.

The Bentway Conservancy is a non-profit organization and registered charity that works closely with the City of Toronto, artists & creatives, and local communities to bring our work to life.

Responsibilities

Internal & Third Party Events (70%)

• Together with the Supervisor, Events, work to review and update a third-party event rental strategy for the Bentway sites
• Field inquiries (by phone and email) for space rentals at The Bentway and support the Supervisor, Events in all ongoing event rental conversations
• Manage the coordination and booking of site visits
• Together with internal and external stakeholders, determine calendar availability for such events
• Support the Supervisor, Events to determine event requirements and prepare cost estimates, event site layout maps, event license agreements and other event-related documents as needed
• Assist in the coordination of event load-ins, runs and load-out together with seasonal event staff
• Help with the training of seasonal event staff for the execution of third-party event rentals on the Bentway sites
• Coordinate schedules and time sheets for event staff
• Coordinate the completion of event logs and check lists
• Helping to prepare, file and track finance paperwork and invoices for event rentals, and follow up on payment processes
• Report any issues and assist in finding solutions
• Act as an Event Assistant at assigned events (must be available on all these dates)
• Serve as a front-line customer service representative for visitors and other members of the public.
• Assist with set up and tear down as requested
• Facilitate entry and exit of visitors in accordance with event protocols, if applicable.
• Assist with and/or perform first aid, depending on training.
• Monitor and record data in the event log, as necessary
• Open the site or close the site as needed.
• Assisting with crowd control and audience flow, as needed
• Maintenance and cleaning of of site as necessary
• Learn about the Bentway and our programs, to be able to answer any questions from the public
• Tracking and recording audience numbers
• Help to maintain order onsite by identifying and addressing hazards and safety concerns together with Bentway staff.

Act as an Event Assistant at internal events including:

• Wednesday Night Art Socials (Wednesday evenings, June 4 through Aug 27)
• Friday Night Roller Skate Lessons & Parties (Friday evenings, June 13 through Aug 29)
• Dino Run (Saturdays, June 14, July 19, Aug 16)
• Moving Forest (July 5, 6, 12, 13)
• Immersive Lighting Event (Aug 21 through 24)
• Additional events as requested

Administration (15%)

• Liaise with other departments including Finance, Programming, Communications and Development to ensure dates and deliverables have been accounted for and coordinated
• Assist with other production and operational needs

Other (5%)

• Other duties as assigned related to the collaborative operation of the Bentway site and the programs, activations and events programmed and hosted by the Bentway

Qualifications

• Recent graduate from a post-secondary program in Event Management, Arts Administration, or related field
• Excellent interpersonal skills, including the ability to work effectively in a team environment
• Confident communicator – ability to communicate with both the public and a wide spectrum of stakeholders
• Ability to adapt to on-site conditions, and last-minute changes from clients from the clients
• Ability to work with limited supervision after an initial training period
• Ability to work flexible hours as needed for event production, including evenings, weekends and holidays
• Current standard level First Aid/CPR-C an asset
• Ability to think creatively, conceive and implement new ideas
• Evidence of problem-solving skills and the ability to multi-task in high-pressure situations
• Proficiency with the Microsoft Office Suite, Share Point, Word, Excel, ability to learn and adapt to various digital platforms such as Airtable, Approval Max, DocuSign and more

This is a Young Canada Works job posting. In addition to the minimum job requirements, applicants must also meet the following eligibility criteria in order to be considered for the position. You are eligible if you:

• Are a Canadian citizen or a permanent resident, or have refugee status in Canada (note: Non-Canadian students holding temporary work visas or awaiting permanent status are not eligible).
• Are legally entitled to work in Canada;
• Will be between 16 and 30 years of age at the start of employment;
• Are willing to commit to the full duration of the work assignment;
• Will not have another full-time job (over 30 hours a week) while employed with YCW;
• Are an unemployed or underemployed college or university graduate, that is, not employed fulltime;
• Are a recent graduate who has graduated from college or university within the last 24 months at the start of employment;
• Are not receiving Employment Insurance (EI) benefits while employed with YCW;
• Have not previously participated in or been paid under this or any other Career Focus internship program funded under the Government of Canada's Youth Employment Strategy.

You must fit the above qualifications set out by Young Canada Works to be considered for the position. Proof of eligibility must be provided upon hiring.

Applications

The Bentway is committed to fostering a positive and supportive environment that promotes equity and diversity. We encourageindividuals from equity deserving groups to apply, including Indigenous, Black and racialized applicants, persons with disabilities,members of the 2SLGBTQ+ community, and women.

In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, accommodation will be provided at any point throughout the hiring process, provided the candidate makes their accommodation needs known to The Bentway Conservancy at [e-mail].

We kindly ask that no phone calls or emails are made to staff members. All questions regarding the position must be sent to [e-mail].

To Apply

Apply with a resume and cover letter via The Bentway’s job board.

Deadline to Apply: May 8, 2025 at 5:00pm

Application Components:

-Resume (PDF format, no more than three pages)

-Cover Letter (PDF format, no more than two pages) addressing the following prompts:

• Why are you interested in working at events with The Bentway?
• Tell us about a time that you managed a project from beginning to end. What did you find most challenging? What did you find most rewarding?

The Bentway does not utilize Applicant Tracking Software or AI to sort applicants, each submission is reviewed by a person. We kindly ask that applicants avoid using ChatGPT or other AI software to write their application.

We thank all applicants for their interest and will endeavour to contact all applicants, whether successful or not.