Employment Opportunity
Administrative Assistant, Corporate Events (part time)
TO Live
Toronto, Canada
TO Live’s Corporate Events Department has a part-time opportunity for an enthusiastic, resourceful team-player who thrives in a fast paced, hands-on, collaborative environment in the part-time role of Administrative Assistant, Corporate Events.
Reporting to the Director of Corporate & Private Events, the Administrative Assistant will provide assistance with the administrative tasks for all corporate events at Meridian Hall, the St. Lawrence Centre for the Arts, and Meridian Arts Centre. This involves but is not limited to corporate, private, and social external events.
KEY ACTIVITIES AND RESPONSIBILITIES
- Manage incoming client inquiries for meeting/event space while obtaining accurate details from client events to include meeting room set up, food, beverage and audio/visual requirements.
- Prepare estimates and ensure tariff prices are accurate and that all catering services are costed and charged according to the terms of the contract/estimate.
- Keeping financial and administrative records of any changes that may affect the final billing for each event.
- Organizes and maintains a favorable working relationship with all associates and clients to foster and promote a co-operative and harmonious relationship.
- Enter and process bookings in Event Business Management Systems (EBMS).
- Follow up with client to ensure payment and signed contract has been received.
- Conduct professional and informative site inspections with clients.
- Upon completion of event assist in preparation of final billing with food and beverage department and finance department
- Ensure that all written communication represents a professional image to customers, clients and staff.
- Retrieve phone messages and e-mails and respond to clients within 24 hours.
- Assist Director, Corporate & Private Events, when necessary, with reports and/or special projects as required.
JOB SPECIFICATIONS
- 1 – 2 years’ experience in an administrative support role, preferably in the Hospitality industry.
- Strong understanding of food and beverage principals and great attention to detail in a corporate setting.
- Ability to work well independently on several projects concurrently, and possess excellent communication, organizational and creative thinking skills.
- Software proficiency with an event management booking tool in addition to Microsoft Word and Excel.
- Time Management and organizational skills with particular attention to detail is imperative.
- Demonstrated professionalism in corporate setting. Flexibility, pleasant persona coupled with sound judgment. Discreet and able to maintain confidential information.
WORKING CONDITIONS
- 25 hours per week, schedule to be mutually agreed upon between Director, Corporate & Private Events and the successful candidate.
- Lack of natural light in workplace.
- Travel between TO Live venues as required.
THE ORGANIZATION:
TO Live is one of Canada’s largest multi-arts organizations, operating three iconic venues: Meridian Hall, the St. Lawrence Centre for the Arts and Meridian Arts Centre. In addition, TO Live presents a full range of performing arts, theatrical and concert events at these venues in both downtown and uptown Toronto. With these two hubs of creativity and content creation, TO Live has a unique place and perspective to activate creative spaces by inspiring local and international artists, connect audiences and to be the nexus for new ideas, elevate artistic potential, and be the catalyst for creative expression that is reflective of Toronto’s diversity.
HOW TO APPLY:
Interested applicants should apply through our TO Live careers website at: https://tolive.bamboohr.com/jobs/
No phone calls or emails please. TO Live thanks all applicants in advance. Only those candidates selected for an interview will be contacted.
Together with the Toronto Public Service’s (TPS) initiatives, which TO Lives follows and adheres too, TO Live encourages applications from Indigenous peoples, racialized persons/persons of colour, persons with disabilities, women, LGBTQ2S persons, and others who may contribute to fostering innovative ideas and solutions.
We ask that you complete the questions provided as part of the online application to assist us in ensuring our recruitment process and programs are equitable and accessible. Your responses are voluntary and the information that you provide is strictly confidential.
We are committed to inclusive, barrier-free recruitment and selection processes and work environment in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). The Human Resources department will work with applicants requesting accommodation at any stage of the hiring process.
Date Posted: April 25, 2024
Application Deadline: May 8, 2024
Compensation: $20.00 per hour
Start Date: As soon as possible