Event Coordinator

Job Description

Purpose:

The Event Coordinator is responsible for managing the Cathedral Centre Event Space. The position responds to all external venue rental enquiries through sales and client event services and liaises with Cathedral staff to ensure appropriate integration of Cathedral and external client usage. The position works with the property team to ensure that the venue is event ready. The position promotes the venue through all communication channels and develops and manages partner relationships with the preferred service providers (caterers, hospitality staff, AV, rentals).

The successful candidate will have proven leadership, marketing and client service skills, strong organizational qualities, high standards, keen attention to accuracy and detail, a flexible approach and the ability to adapt to last minute changes and demands with professionalism and diplomacy.

Key Responsibilities:

Reporting directly to the Executive Director, working closely with the Property Manager and other members of the Cathedral team, business partners and clients, the Venue Coordinator is responsible for:

• Meeting with clients to discuss their venue needs and giving tours of event space
• Responding to all enquiries including emails and telephone calls on venue needs
• Offering venue selection advice and source vendors information based on clients’ needs
• Preparing estimates and rental agreements. Liaising with Bookkeeper to ensure all billings are fulfilled.
• Liaising with preferred providers (caterers, rentals, staffing) to ensure all elements are accurate, complete and coordinated for the execution of all events
• Effectively managing vendor relationships to ensure client service goals and revenue targets are met
• Managing the booking and organization of event services; maintaining record systems, databases and budgets
• Liaising with the Property Manager to ensure spaces are prepared for upcoming rentals, including delivery coordination and setting up of room
• Supervising select events, receptions and community usage in facility spaces
• Collaborating with the Communications Specialist on the development and implementation of venue marketing materials and sales initiatives for existing and potential clients
• Capturing post-event feedback for follow-up and client retention
• Promoting the Cathedral Centre in the community, through Tourism Toronto, business partners, and industry associations
• Other duties related to the position as assigned

Knowledge and Skills:

• Post-secondary degree / diploma in business, marketing, hospitality or event management or related field
• events and venue management experience
• Sales and marketing experience; proven ability to develop and maintain marketing material, both print and web, and marketing strategies to promote the venue in person and in print
• Proven ability to meet the needs of a wide variety of clients and other stakeholders with superb customer service skills
• Ability to develop and manage vendor relationships to maximize performance, client satisfaction and financial results
• Excellent administrative, organizational, scheduling and time management skills with attention to detail and accuracy; ability to manage tight deadlines while balancing multiple priorities
• Strong interpersonal and communication skills and for contact in person, via telephone or electronic correspondence including writing, proof-reading and presentation skills
• A well-defined sense of diplomacy, conflict resolution and people management skills
• Experience with budget preparation, tracking and forecasting an asset

Computer literacy, including effective working skills in Word, Excel. Hands on experience with Event Management application preferred.

Website: St. James Cathedral Centre Event Venue

Working Conditions:

• This is a full-time on-site position.
• Flexibility to work occasional early mornings, evenings and weekends
• Manual dexterity required to use desktop and peripherals

Please send resume and cover letter by May 31, 2023 to:
Susan So, Executive Director, St. James Cathedral
sso@stjamescathedral.ca