Events Coordinator (one year contract)

Date Posted: Jul 11, 2019
Application Deadline: Jul 21, 2019

Salary Range: 40K - 60K
Province: Ontario
Region: Metro Toronto Area
City: Toronto
Employee Benefits: N/A
Organization's Field/Discipline: Cultural Industries
Job's focus: Administrative
Job Type: Contract
Career Level: Intermediate

Organization Description

Aga Khan Museum

The Aga Khan Museum (AKM) in Toronto, Canada offers visitors a window into worlds unknown or unfamiliar: the artistic, intellectual, and scientific heritage of Muslim civilizations across the centuries from the Iberian Peninsula to China. Its mission is to foster a greater understanding and appreciation of the contribution that Muslim civilizations have made to world heritage. Through education, research, and collaboration, the Museum will inform and inspire audiences from all cultures by presenting art created in the Muslim world throughout the past fourteen centuries, along with current paths of artistic practice and cultural development.



Job Description

Purpose of Position 
 
Reporting to the Museum Operations Manager, the Events Coordinator will be responsible for coordinating events in the Museum, including managing the pre-arrival logistics and communication with visiting speakers/artists/facilitators as well as delivering events. S/he is the primary contact of the speaker/artist/facilitator and serves as the client liaison between the client/artist and the institution. With a focus on customer service, organization, and efficiency, the Events Coordinator will be responsible for adhering to institutional policies and procedures during events, ensuring that internal and external stakeholders receive professional and prompt service.

This will be a one year contract position initially, with the possibility of extension and regularization, based on mutual agreement. 

Key Responsibilities
  • Coordinating the planning and execution of events, including establishing speakers/artists/facilitator itineraries, booking all event resources, communicating event set-up and audio-visual requirements in consultation with the relevant departments.
  • Preparing event briefing notes for events and distributing to applicable teams and departments as well as contractors/suppliers and partner institutions.
  • Working with the Finance and Procurement Officer to ensure that all event supplier quotes are received and approved in advance of event as per institutional practices.
  • Booking and maintaining accurate event files in Artifax.
  • Attending mandatory weekly production meetings to communicate events to the wider AKM team.
  • Assisting in tracking and finalizing all event charges and ensuring that they are accounted for post-event and approved by the budget holder.
  • Liaising with the speakers/artists/facilitators pre-event and serving as their primary point of contact.
  • Opening and securing premises before and after the event, ensuring that the venue is run in a safe, orderly and disciplined manner in accordance with all necessary protocols relating to health and safety and emergency.
  • Providing set-up/tear-down duties including the receipt and return of rentals and garbage disposal and ensuring that the venue is ready for operations the following day.
  • Ensuring clients and third-party contractors are fully informed of, and adhere to, event and facility policies and procedures.
  • Directing clients, staff and volunteers in case of an emergency evacuation ensuring the safety of all present.
  • Submitting an event report after each event and promptly reporting any incidents.
  • Any other tasks as assigned by the line manager.


Requirements:

Qualifications & Experience
 
  • College degree or diploma ideally in Arts Administration or Event Management.
  • Minimum two years comparable experience in a cultural institution or a museum venue.
  • Exceptional customer service orientation.
  • Strong organization and time management skills and the ability to plan and prioritize complex and competing workloads under time pressures.
  • Experience in event delivery. 
  • Strong computer skills, including in POS and MS Excel. 
  • Experience with event booking systems, preferably Artifax is required.
  • A positive, friendly, outgoing, winning attitude with well-developed interpersonal, oral and written communication and presentation skills.
  • Excellent analytical skills coupled with problem-solving experience.
  • Demonstrated flexibility, dependability and considerable experience working in a team-oriented, collaborative environment with service orientation.
  • Flexibility to work evenings, holidays, and weekends is required. 
  • Ability to lift up to 50 lbs., and stay on feet for extended periods of time.
  • Expressed interest in the mandate of the Museum.


How to Apply:

Please send your cover letter and resume to akm.hr@akdn.org on or before July 21, 2019.  
 
The Museum thanks all those who apply, however only shortlisted candidates will be contacted.
 
Please note that the Museum is an equal opportunity employer and is committed to fair and accessible employment practices.  Upon request, suitable accommodations are available under the Accessibility for Ontarians with Disabilities Act for applicants invited to an interview.
 
 

JobBoard Policy


Read the results of the latest JobBoard survey.

Have a JobBoard success story you'd like to share in a podcast? Contact mona(at)workinculture.ca