Job Event Coordinator in Toronto

Event Coordinator

Job description

About us:

Hart House is a centre for experiential education outside the classroom at the University of Toronto. Since it opened in 1919, Hart House functions as a place where students, faculty, staff, alumni and membersof the broader community connect with each other and the world. Through an array of co- curricular programming in the arts, dialogue and wellness, Hart House works with local and international partners to foster community and to create innovative learning opportunities for students. Hart House operates from a historic facility on the St. George campus, as well as a 150-acre farm in Caledon, Ontario, offering a wide range of services through a social enterprise model that generates revenue to support its student-focused programming on all three University of Toronto campuses.

The Hospitality Team at Hart House is responsible for providing event spaces and associated services for events to a wide variety of clients including internal partners, student groups, University Departments, and external clients in accordance with Hart House’s mandate.

For over 100 years, Hart House has been offering exceptional experiences and creating lasting memories. Our Hospitality Services team ensuresa welcoming, personalized, and inclusive environment for events at Hart House by coordinating room rentals, menus, staging, audio-visual and other critical event elements that support each meaningful exchange and encounter. Our team is unified around a common bond: a passion to wow clients by delivering an unforgettable event experience that simultaneously supports the goals of the House as a whole and generates revenue to support Hart House initiatives and programming.

In short, our team succeeds when our clients and guests love what we do.

Your opportunity:

Under the supervision of the Manager, Event Services and Client Success, the Event Coordinator is a champion of customer service at Hart House, ensuring that all services provided by Hart House as an event venue for both in-person and hybrid events are successfully planned, delivered, and executed for the benefit of our clients and guests.

The incumbent upholds superlative customer service standards and assists in planning events by suggesting the most appropriate event spaces and services, providing detailed estimates for catering and audio-visual services, creating event plans and banquet event orders, creating customized room diagrams, and makes recommendations to enhance events and simplify the logistics of the event planning process.

The Event Coordinator develops and maintains excellent relationships with clients and works in close collaboration with other in-house staff to ensure that events take place without incident and to the complete satisfaction of the client, and communicates guidelines, plans, and legal obligations for use of the facility to clients and guests. As well, the Event Coordinator is responsible for managing client files and information, keeping event orders accurate, and communicating with various Hart House staff about the details pertaining to each event.

Your responsibilities will include:

  • Analyzing client needs and making recommendations on event logistics and options
  • Determining logistical details and activities for events and/or programming
  • Collecting information on dietary requirements for menu development
  • Liaising with clients and vendors to resolve minor complaints and address issues
  • Resolving issues that may occur during events and escalating problems as required
  • Conducting post-event evaluation, analysis and recommendations for changes
  • Providing detailed information to clients on facility rules, guidelines and procedures

Essential Qualifications:

  • Bachelor's Degree, certificate in event management or project management or an acceptable equivalent combination of education and experience
  • Minimum three years hospitality industry and event coordination experience required, preferably within a post-secondary environment
  • Computer skills including MS Office (Word, Excel, PowerPoint, Outlook) and reservation database
  • Ability to coordinate events and staff
  • Excellent written and verbal communication skills; ability to relate well with students, internal partners and clients
  • Strong administrative and organizational skills; accuracy and attention to detail
  • Ability to work independently as well as part of a team
  • Ability to multi-task and prioritize work, work in an environment of regular interruptions, and work under pressure to meet strict deadlines
  • Excellent customer service, interpersonal skills, demonstrated conflict management skills and good judgment and initiative
  • Demonstrated commitment to equity, diversity and inclusion in all work responsibilities and in collaborative workplace practices

Assets (Nonessential):

  • Knowledge of EMS event planning system or other event management software
  • Knowledge of culinary and decor trends

To be successful in this role you will be:

  • Communicator
  • Diligent
  • Multi-tasker
  • Organized
  • Problem solver
  • Resourceful

Job Type: Part-time
Contract length: 6 months
Part-time hours: 22.5 per week

Salary: $36,004.00-$46,043.00 per year


  • Weekend availability

Work Location: One location

Expected start date: 2023-02-06

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Job Event Coordinator in Toronto

University of Toronto