Application Deadline: February 27th, 2018
Start Date: March 15th, 2018
Salary: $40,000 contract position, with the understanding that we would renew on an annual basis.
Business/Arts is looking for a National Events Coordinator to help support our marquee National events in Canada including our 40th Anniversary Business/Arts Awards Gala in the Fall, 21stAnnual Canadian Arts Summit taking place at the Banff Centre this year April 19th-21st, Culture Track national launch, arts & business exchange conference, and artscene and artsvest events.
Reporting to our Creative Director, this individual will be provided with mentorship and training in the event portfolio, with the idea of growing into the role of Events Manager. The successful candidate will act as the primary point of contact for our delegates and guests and will feel comfortable working with high profile individuals. We are looking for someone who brings a positive and creative energy to work, is organized, able to keep others organized through efficient project management skills, and has a keen attention to detail. The ideal candidate will have a passion and experience in event management, have good knowledge of the arts sector, and will show great flexibility, take initiative and will enjoy a friendly, fast-paced working environment.
Business/Arts is Canada’s national association of business leaders who support the arts. Our mission is to strengthen arts and culture in Canada by building partnerships between our business and arts communities. We help arts organizations connect with funders and volunteers in the private sector, communicate the value of investing in the arts through our research, publications and advocacy work, and recognize great business leaders in the arts through our awards program and media partnerships.
National Business/Arts Awards Gala http://www.bftaawards.com/about/
The Business for the Arts’ Awards Gala is one of Canada’s most prestigious and long-standing events where national arts and business leaders come together to celebrate extraordinary contributions and commitment to the arts sector through philanthropy, unique and innovative partnerships, and volunteerism.
Responsibilities of this position:
- Act as a Project Lead for the Awards Gala, with support and guidance from the Creative Director, and assist in managing all aspects of the event, including administration, logistics, venue, supplies, entertainment, labour, and vendors
- Act as main point of contact for guests wanting to buy tables and tickets
- In collaboration with the CEO, Development Manager and Creative Director help take care of, and steward Awards Gala sponsors, guests, performers, and event supporters
- Manage volunteer recruitment and oversee volunteers for events
- Support the awards nomination process and craft jury materials, in partnership with the Creative Director and CEO
- Assist CEO, Development Manager and Creative Director with the preparation of sponsorship requests and special invitations
- Manage event invitations, registration intake, confirmations and guest inquiries; Track and regularly update the team on Awards Gala revenue
- Update Awards Gala contact lists and invite lists and perform data research and data entry
- Support the CEO, Creative Director and Development Manager in preparing and mailing thank you notes to all table buyers and sponsors
Canadian Arts Summit http://www.canadianartssummit.com/
The Summit will bring together extraordinary arts leaders from across the country to consider how Canada’s cultural institutions can meaningfully serve and engage an increasingly diverse range of audiences, communities and stakeholders.
Responsibilities of this position:
- Provide administrative and logistical support for the Canadian Arts Summit
- Working with the Canadian Arts Summit Project Director and Creative Director, assist with the event production
- Assist with the preparation and distribution of Canadian Arts Summit communications in partnership with the Program Director of the Canadian Arts Summit
- Track and regularly update team on Summit registration numbers
- Help steward delegates to the Summit, and assist in helping them to register and questions they may have, with support and training from the Canadian Arts Summit
- Schedule and coordinate Volunteer Steering Committee meetings and social events in partnership with the Creative Director and Program Director for the Canadian Arts Summit
- Record and prepare meeting minutes
- Collect headshots and bios for speakers, members, and all guests for the Summit
- Arrange travel and accommodation for guests and speakers, and other tasks as required
- Help prepare and send thank you notes to all speakers, moderators, sponsors, etc.
- Help collect, prepare, and disseminate delegate materials
- Coordinate the collection and preparation of event website content to be given to our Web Designer to maintain current program information on the website.
- Assist with the creation and distribution of evaluation surveys for attendees and live stream participants
- Update database, contact lists, attendance records and committee lists and perform data research and data entry
artsScene National http://www.artsscene.org/
Business for the Arts’ artsScene program is made up of a volunteer network of leading young business professionals under 40 who are dedicated to fostering the growth of the arts through volunteerism and patronage. artsScene currently operates in eleven cities across Canada.
Responsibilities of this position:
- Be key point person for artsScene volunteer co-Chairs to connect for requests (i.e. website updates, to be implemented by our web designer) and coordinate the program as needed
- In partnership with our artsScene National Co-Chairs, Communications Coordinator, Creative Director and Designer, provide copy and disseminate marketing material for artsScene events through Eventbrite
- Maintain, update and manage ticket sales through Eventbrite for artsScene events; let our volunteer teams know how they are doing on ticket sales
- Assist with the marketing and social media strategy to build online network and national presence of the national artsScene committee activities
- Help in the promotion of artsScene local events, working with our Creative Director and artsScene National co-Chairs
- In collaboration with the Creative Director and National artsScene co-Chairs, schedule and invite artsScene co-Chairs to phone calls
- Take and send out minutes at artsScene National phone calls to artsScene co-Chairs
arts and business exchange http://www.artsxbusiness.com/
The arts & business exchange (abx) brings together 200 of Canada’s emerging arts & business leaders to discuss latest issues and trends in the arts today and how arts and business leaders can work together collaboratively to strengthen the arts in Canada.
Responsibilities of the role:
- Provide administrative and logistical support to the events team
- Assist with the coordination of event logistics, i.e. venue, A/V, catering, entertainment, invitations, event materials (name tags, tent cards, etc.), including working with vendors, and other service providers
- Organize the dissemination of volunteer steering committee invite letters and schedule meetings
- In partnership with the Creative Director, help develop agenda and take meeting notes at steering committee meetings
- Assist with organizing and assembling floorplans, name tags, and place settings.
- Provide day of event support (deliveries, set-up, event execution, and tear down)
- Work on day of itinerary and liaise with vendors and suppliers for event execution
- Help with guest intake and dietary restrictions
- Maintain records on event activities, progress and status
- Assist in updating and maintaining event related contact lists and database records including Mailchimp
- Support with mass printings, mass mailings and other general administrative tasks
- Support committee meeting planning and printing needs
Support Special Projects – National Events
- Support the CEO, Creative Director and Business for the Arts team with other BftA special events, including the launch of Culture Track Canada this year, June 20th at the Globe and Mail Centre and artsVest Canada Launch:
- Culture Track Canada, a landmark study, spearheaded by Business for the Arts with substantial support from Canadian Arts Summit organizations. Led by LaPlaca Cohen and Nanos Research, it is the first Canadian study of its kind in over two decades to illuminate new insights into the changing behaviours of Canadian cultural audiences.
- artsVest National Launch: artsVest™ is Business for the Arts‘ signature matching incentive and sponsorship training program, designed to spark new business sponsorship of arts and culture and to build capacity in Canada’s cultural sector. artsVest provides small- to mid-sized arts and culture organizations with the expertise and tools needed to develop sponsorship opportunities with local business, through in-depth sponsorship training, matching incentive funds and community networking events.
- At least 2+ years’ experience working in events, preferably within the arts not-for-profit or charitable sector
- Minimum Bachelor’s degree or equivalent experience in arts management and event management
- Superior oral and written communication skills
- Experience in creating and managing events, fundraising, and programs
- Proficiency in Microsoft Office Suite (primarily Word and Excel) and Google Apps
- Strong proofreading skills
- Highly organized and detail oriented
- Interest in, and experience working in the arts and cultural sector
- Flexible, ability to work in a fast-paced, small and busy environment.
- A self-starter who will take initiative, help organize others based on the established deliverables determined by the Event Team (Creative Director, Events Coordinator, Creative Designer and Communications Specialist) and keep people on track.
- French oral and written ability is an asset
Compensation: $40,000 contract position, with the understanding that we would renew on an annual basis.
How to Apply
Please address your cover letter, explaining why you believe with your experience and your interests, that you would be a good fit for the position, along with your resume addressed to Raji Aujla, Creative Director, Business for the Arts. firstname.lastname@example.org.
Applications are due February 20th, 2018
Successful applicants will be invited to interview with the CEO of Business for the Arts, Nichole Anderson, Creative Director, Raji Aujla, and our National artsVest Program Director, Claire Hefferon Payne.
We thank all applicants for their interest, however, due to the high number of applications we receive, only those selected for an interview will be contacted.