Job Description

MAIN RESPONSIBILITIES:

• Event Logistics - In collaboration with the Artscape team, tenants and appropriate stakeholders, coordinate all venue-related logistics for events across APEV, focusing on specific venues or event types.
• Prepares cost-effective and thoughtful event estimates, technical briefings and part-time staff scheduling in line with event requirements and technical equipment resources, in collaboration with the Manager Events and Technical Services Coordinator.
• Provides event information, to part-time event staff, including stage employees who are members of IATSE B173.
• Works closely with event services teams in other properties to execute communication protocols and operating procedures, under the supervision of the Manager, Events.
• Works collaboratively with the centralized APEV sales team to ensure event-related administration is accurate and complete.
• Assists the APEV sales team with site tours for potential clients.
• Supervises, directs, and coordinates the activities of vendors, personnel, subcontractors, as required
• Ensures health and safety guidelines are followed by direct reports, clients and caterers
• Acts as Venue Supervisor or Venue Support Staff on an ad-hoc basis as required, as outlined in the IATSE B173 collective agreement.
• Acts as a positive and professional representative for Artscape, modelling the Artscape values of Creativity, Integrity, Community, Collaboration and Learning.
• This role may require flexible hours to accommodate the event and/or client requirements.

Client Relationships

• Manages client expectations, including assessing clients' needs and exercising good judgement to make appropriate recommendations for events and technical setups; meeting and communicating with clients throughout the event planning process.
• Maintains ongoing communication and coordination with tenants, clients and guests in a friendly and professional manner, demonstrating a collaborative spirit; Work closely with staff to troubleshoot, manage and minimize event service impact on Artscape members and tenants.
• Develops trusting relationships with community members, ensuring they feel welcome to host events at Artscape.

Administration

• Prepares and distributes event documents and packages promptly to clients and vendors.
• Coordinates and prepares event briefings, weekly calendar meetings, and notes for event staff and other stakeholders.
• Reconciles reporting for invoicing, SOCAN, Fund Development, and other reporting as required.
• Other similar or related duties as assigned.

Requirements:

• Post-secondary education in theatre, events, project management, or related field of study.
• Minimum one (1) year of experience in a live performance or events environment: production management, stage management, or venue management experience is an asset.
• Minimum six months of leadership experience in supervising volunteers and students.
• Minimum six months of experience in a unionized environment.
• Must have First Aid and De-escalation training. Customer Service, sales, administration or project management training will be an asset.
• Superior customer service orientation. Self-starter who can work independently and function well within a team and across functions.
• Medium level proficiency in Microsoft applications and Microsoft Office 365 (PowerPoint, Excel, Word, OneDrive, SharePoint, Teams).
• This role may require flexible hours to accommodate the event and/or client requirements.

Additional Info: What we offer:

• Hybrid flexible schedule
• Comprehensive Extended Health Benefits
• 24/7 Employee Assistance Program
• Employer matched RRSP at 1%
• Generous paid time off, including Vacation days, Sick Time, Two Cultural Heritage Days.
• One paid Social Activism day in June.
• Holidays office closure in December.
• E-learning program available all year round.
• Professional development and tuition assistance budget available

Vaccination Policy: All Artscape new hires are required to be fully vaccinated or submit documentation regarding Human Rights exemption, as a condition of hire in accordance with the mandatory COVID-19 Vaccination policy.