Event Coordinator

University of Toronto • Toronto, ON

2d • Onsite

About The Position

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 members of 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 ensures a 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.

Reporting to the Manager, Event Services and Client Success, the Event Coordinator is a client-facing, revenue-driven champion of client service and a key contributor to Hart House’s hospitality operations. The successful candidate excels at identifying client needs, promoting event services, closing sales opportunities, and overseeing flawless event delivery from inquiry through post-event evaluation. As the primary point of contact for prospective and confirmed clients, the incumbent develops event plans, estimates, and room diagrams; prepares contracts and invoices using standard templates; and coordinates all event logistics in partnership with internal teams and external vendors. The successful candidate excels at converting inquiries into confirmed bookings, recommending venues and service options that meet client objectives, driving repeat business through exceptional service, and ensuring events are delivered professionally, safely, and to the complete satisfaction of clients and guests.

Requirements

• 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. Keyboarding skills 35 w.p.m.
• 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 prioritize work, work in an environment of regular interruptions, and work under pressure to meet strict deadlines
• Excellent inclusive 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

Nice To Haves

• Knowledge of EMS event planning system or other event management software.
• Experience with project management softwares (e.g., Asana)
• Knowledge of culinary and decor trends.

Responsibilities

• Building and strengthening relationships with stakeholders and partners of strategic importance
• Drafting internal and external communications
• Determining logistical details and activities for events and/or programming
• Overseeing the implementation of events plans and activities
• 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
• Analyzing administrative processes and procedures and recommending changes for improvement

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level