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Job Description / Duties

Overview
Reporting to the Manager of Events & Outreach, the Senior Event Coordinator will lead and coordinate all activities related to assigned events on the Square both in the office and on site. For each assigned event, the Senior Event Coordinator will be the primary contact for all client requirements, the successful candidate will be responsible for procurement of services, rentals and staffing for events, communication with internal and external stakeholders and supervise onsite activities throughout the occupancy of the facility. The Senior Event Coordinator will act as liaison with the assigned event contractors and suppliers on the Square, throughout the planning process and during the event. The Senior Event Coordinator also acts as a mentor to the Event Coordinator team, and assists the Manager of Events & Outreach when they are away. Candidates can expect to work varying hours including evenings and weekends, in demanding conditions, often in large crowds.

Duties of YDS Event Coordinators

Event Production & Planning
▪ Assist and guide clients with determining event requirements to encourage and ensure successful execution.
▪ Attending/arranging production meetings to represent the Square and providing advice on its best interests, ensuring it’s practices are upheld.
▪ Ensuring at first opportunity that you actively promote any Technical and Production partners to maximize income and quality of service utilizing those approved services.
▪ Prepare initial estimates and/or quotations for services and obtain authorization from clients, review and track all additional services/charges for event.
▪ Procure services for events as required (internally and externally), ensure adequate staffing of events and prepare event schedules and breakdowns for YDS event staff and services.
▪ Provide timely and pertinent updates to the Manager of Events & Outreach regarding events and delivery of services.
▪ Prepare information related to client billings, review with Manager of Events & Outreach and clarify billing matters with the Accounting Manager.
▪ Ensure compliance with City, Public Health and YDS guidelines.
▪ Prepare pre/post event facility inspection reports, assess damage to the facility and complete internal event reporting in a timely fashion.
▪ Ensuring you are present and have considerable presence in the performance/load in area, on the day(s) of events for which you are responsible and as necessary in liaison with the Event Team members and suppliers thereafter, to ensure the safe load-out of the event.
▪ At the conclusion of each event completing the Event day report(s).
▪ Assisting and supporting other Event Coordinators on larger scale events, as and when required.

Administration
▪ Use of event booking management software to track client requirements, supplier invoices and final reconciliation.
▪ Effectively manage the flow of information between YDS and clients, including creating and communicating critical paths, forwarding forms/ guidelines/ invoices and ensuring deadlines are met.
▪ Build and maintain strong relationships with external resources and contacts.
▪ Engage in strong level of communication and collaboration with all members of the team - to ensure the best outcome of events.
▪ Keeping complete files ( on the shared network ) on the events that you have responsibility for and ensuring documentation relating to that event is suitably organized and accessible in order to enable the Event Team to learn from the experience gained and offer improved service on a subsequent or repeat occasion.
▪ Perform other duties as assigned by Manager of Events & Outreach.

In addition to the above duties for all Event Coordinators, the Senior Coordinator will also be responsible for:-

▪ Be the staff representative on the YDS Health & Safety Committee and other working groups as required in matters of Health & Safety, Public Health and Wellness.
▪ Perform the role of Covid Compliance Officer – as required, in the event of further controls and protocols issued by either the City, Province or Federal government.
▪ Represent YDS Events team in discussions and development of the supplier contract(s) with the preferred Audio-Visual, Lighting, Sound & Staging contractor.
▪ Support and mentor the onboarding and training of Event Coordinators and Summer Assistants.
▪ Assist Manager of Operations in on-site training of suppliers for the event season.
▪ Fill in for the Manager of Events & Outreach in their absence.

Qualifications / Required Skills

▪ Post-secondary education in a discipline pertinent to the job function (ie. event management, theatre production, corporate events) or a minimum of 5 years’ experience in an events or cultural environment, preferably in an outdoor setting.
▪ Demonstrable experience in coordinating events involving a wide range of stakeholders.
▪ Practical experience in relevant techniques including event logistics, stage and production management.
▪ Understanding of staging, sound, lighting and video methods as they relate to outdoor events.
▪ Experience of supervising other event staff and contracted services.
▪ Outstanding written and verbal communications skills, interpersonal relationship management, conflict resolution and problem-solving ability.
▪ Ability to communicate effectively with contracted services staff on the phone and in person, throughout planning and on site.
▪ Excellent and proven organizational skills including the ability to prioritize, react quickly to changing circumstances and make good analytical decisions based on information available, and meet deadlines.
▪ Experience utilizing a variety of software packages including word, excel, outlook, database management and social networking sites.
▪ Proven customer service skills.
▪ To meet the operational needs of the organization, this position has variable work hours in accordance with the event schedule, and could include days, early mornings, late nights and overnight shifts including weekends, (Time off in lieu will be given ).
▪ Ability to perform moderate lifting (up to 40lbs).

Helpful but not required:
Ability to drive a vehicle and current Ontario Drivers License.
Experience of Ungerboeck event software or similar.
Experience of CAD software for creation of site/event plans.
Any relevant training and/or qualification in Event Health & Safety.

Additional Information

Vacation: Up to ten days leave in the first year, 15 days thereafter. Ten statutory days and three personal days each year.

Other:
Yonge-Dundas Square is an equal opportunity employer which values diversity in the workplace. We are therefore happy to accommodate individual needs in keeping with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If you require an accommodation in order to work for YDS, please let us know.

Please note that this is a HYBRID position, meaning staff may be required to work remote/from home, and in-office/onsite at YD Square. As such, candidates must be located in or around Toronto, Ontario and have easy access to our location in Downtown Toronto.

As per City of Toronto Policy - All fulltime staff at YDS are required to provide proof of their current Covid Vaccination status with a vaccine series approved by Health Canada.

This post is only open to those who are eligible to work in Canada. All applicants must be either Canadian Citizens or a current holder of a Permanent Resident Card or have a current and valid employment Visa.

Salary: Salary Range: $65,000 to $70,000

Contact Information

Completed applications should be emailed to: employment@ydsquare.ca

The email should have in the subject line:
Application for Senior Event Coordinator & YOUR NAME

Please include as attachments to your email, in PDF format, a cover letter explaining why you wish to join the YDS team and your current resume.

Closing date: Friday August 26th 2022 – Noon.
Interviews will be arranged for the week commencing September 12th -2022.

We thank all applicants for their interest, however, only those being considered for interview will be contacted.

Employer Profile

Located at the intersection of Yonge & Dundas Streets in the downtown of Toronto, Yonge-Dundas Square is an outdoor event space adjacent to the busiest road junction in Canada.
Set up in 2003 as a service agency of the City of Toronto, we are a small staff team that manages and operates the square as a public and welcoming space for a wide range of commercial and community clients. In a typical year, YDS may host 200 event days a year.