Job Description:
The Royal Conservatory (RCM) is one of the largest and most respected music education institutions in the world, providing the definitive standard of excellence in curriculum design, assessment, performance training, teacher certification. It is also a leader in the development of early childhood education programs and arts-based social programs and presents a diverse range of concerts featuring the finest Canadian and international artists in its magnificent performance space, Koerner Hall. Please visit www.rcmusic.ca for more information.
The Assistant Events Manager is part of the RCM Performing Arts Division and will have responsibility for supervising and coordinating all events at the Royal Conservatory. Events will include performances, recitals, rehearsals, concerts, galas, receptions, dinners, social events such as weddings and parties, AGMs, launch events and meetings. Clients will include performing arts organizations, corporate, social, not-for-profit, and media organizations, individuals, and RCM internal groups.
Event spaces range in size from our showcase 1,135 seat concert hall (Koerner Hall) to our smaller concert halls and event spaces. All events produced at the RCM are managed by our professional, innovative and customer-oriented event team, with sensitivity to the RCM’s academic programs and organizational goals. All events must be planned within the framework of the RCM’s mandate to support education in the arts and must also coordinate with RCM’s ongoing education programs and performances.
- Reporting to and working closely with the Facility Rental Manager, the Assistant Event Manager will aid in the supervision of event coordination and administration for the Performing Arts Division at RCM.
- Prepare and send out monthly part time staffing requisitions, ensure schedule updates are sent to part time departments in a timely manner.
- Lead weekly Production Meetings where each event is reviewed in detail with all departments.
- Supervise all internal event billing, ensuring completion in a timely and accurate manner.
- As required, assist with the external event billing, event reports and issuing thank you letters following each event.
- Assist General Manager with monthly and per-event accounting reviews of financial reports and revenue/expense reconcilliations.
- As required, act as an Event Coordinator for major conferences and events.
- Ensure that Event Coordinators are aware of and adhering to all RCM event policies.
- Ensure Event Coordinators compile all event information in a timely fashion to complete an accurate and clear event proposal for each potential client.
- Support Event Coordinators as they work to communicate clearly and in a timely manner with event clients.
- Participate in and coordinate all aspects of event planning for each event to ensure compliance with supplier contracts and RCM policies.
- Ensure that all event materials are accurate and saved in shared event files in a timely manner for all departments to access.
- Assist and work with the RCM Facilities staff, catering staff, all delivery and décor staff and all departments where applicable, to ensure that the guest's needs and requirements are fulfilled, while protecting the integrity of the RCM academic and performance activities.
- Ensure that all RCM suppliers and RCM departments are aware of their specific duties pertaining to the group while they are guests of the RCM.
- Ensure that the RCM Event Coordinators and/or Event Supervisors are supported in their work as on-site contacts for their assigned event clients.
- When necessary, act as the onsite contact for events, including coordinating deliveries, suppliers, event set up, facility preparedness, signage, client assistance and all planning and day of event requirements.
- Where possible, promote and sell RCM event spaces to event clients.
- Coordinate and attend site visits for confirmed event clients.
- Attend weekly Booking Review Meetings and communicate new event assignments to Event Coordinators.
- Other duties related to the areas described above as assigned.
Job Requirements:
- Minimum of 7-10 years of experience as an event coordinator with performance, corporate and social events is required. Experience working at a performing arts venue would be an asset.
- Exemplary customer service skills and demonstrated ability to work well with people of diverse backgrounds.
- Familiarity with local event suppliers and local annual events, particularly in the arts sector.
- Willingness and ability to work effectively under pressure and respond nimbly to deadlines, able to perform well in stressful situations.
- Positive and professional attitude.
- Careful, diplomatic and highly organized.
- Assiduous attention to detail.
- Excellent verbal and written skills.
- Solid negotiating skills.
- Team-oriented with the ability to work independently.
- Problem-solving skills and diplomacy.
- Must be able to handle many details with care and be able to multi-task effectively.
- Ability to work long and unconventional hours, including evenings and weekends. Flexibility will be warranted to offset any evening requirements in terms of working hours.
Interested candidates are asked to submit a current resume online at www.rcmusic.com/about-us/careers-royal-conservatory. Applications will be accepted until a suitable candidate has been identified.
The RCM is committed to fostering an inclusive, equitable and accessble workplace. In accordance with the Ontario Human Rights Code, the Accessibility for Ontarians with Disabilities Act, 2005, and the RCM’s Anti-Racism, Access and Equity Policy, accommodation will be provided at any stage of in the recruitment and selection process. Applicants are asked to make their accommodation needs known when they have been contacted for an interview.
The RCM would like to thank all applicants for their interest in this position; however, only those selected for next steps will be contacted.
