The Globe and Mail Toronto, ON, Canada
Jun 06, 2018Full time
Position: Events Administrator (The Globe and Mail Centre) Position Code: 2018-098 Location: The Globe and Mail, Toronto S alary: Commensurate with qualifications and experience Anticipated Start Date: September 4, 2018 Company Description: Located in the King East Design District just minutes from the downtown core, The Globe and Mail Centre offers elegant spaces with panoramic city and lake views from the top floors of the headquarters of Canada's leading news organization. The Globe and Mail Centre’s flexible indoor and outdoor spaces can accommodate up to 400 guests for conferences, award shows, receptions, private celebrations and more. Equipped with the latest digital AV technology and refined executive-level furnishings, The Globe and Mail Centre is purpose-built, LEED Gold certified and supports a wide range of event possibilities. This new business unit has been specifically designed to support and promote The Globe’s award winning journalism and importantly attract new and existing external clients who have an affiliation with The Globe brand. If you are the best in your field, with a passion for excellence and an unwavering commitment to innovate in a fast-paced evolving environment, we’d like to hear from you. Position Overview: The Events Administrator provides a critical role supporting the administrative needs of the growing event rental business at The Globe and Mail Centre, primarily through the processing of booking requests and coordination of event billings and services delivery for a wide range of business, private and internal client events. Reporting to the Operations Manager, Conference Centre, the Events Administrator provides timely client communications, accurate financial coordination, as well as superb relationship management in order to provide an exceptional experience for all venue clients and guests. The Events Administrator will play a lead role coordinating the sales and fulfillment of meeting room bookings, as well as provide administrative support for all venue events. The Events Administrator will work flexible schedule including evenings and weekends. This is a full time position. Responsibilities: Contributing to achieving event venue sales, service and profit targets through developing and stewarding client accounts; responding to inquiries; educating and guiding potential clients on available services, offering tours, confirming and administrating venue contracts, billings and payments. Assisting with the management of event facilities, equipment, inventory and vendor supplied services ensuring proper setup and allocation of resources for the successful delivery of each event, along with coordinating administrative requirements. Contributing to social media, event materials and on-site displays for the venue. Responding to client and internal requests for information and materials. General department accounting/bookkeeping including ensuring the accuracy of invoices, as well as reconciling revenues and expenses. Maintaining and updating venue systems, inventories, calendars and databases. Creating and updating procedural documents, training new staff and vendors as required. Coordinating event deliveries and way-finding signage. Working closely with event centre team members to strengthen partnerships and operating procedures, including vendor coordination, staffing services, client stewardship, business reporting, and troubleshooting issues. Provide supervisory guidance, direct, and coordinate the activities of vendor personnel as required. Represent The Globe and Mail at meetings and events as requested Other duties as assigned Qualifications: • Excellent administrative and computer skills including Microsoft Office Suite; experience with CRM and calendar systems, floor plans/event design, invoicing as well as social media platforms. • Excellent organization and communication skills for detailed scheduling and planning, and providing direction to staff and vendors under tight deadlines • Excellent time management, attention to detail and passion for organization and administration• Ability to embrace and communicate an event vision and bring it to life as well as trouble-shoot and solve problems under pressure • Ability to connect with clients, colleagues and stakeholders to establish positive and productive ongoing relationships • Ability to thrive in a fast-paced environment with ambitious goals and multiple priorities • Smartserve and Food Handling certifications and familiarity with food/beverage industry best practices is an asset • Willing to work flexible hours Application Details: Interested applicants should forward a soft copy of a current resume in confidence to The Globe and Mail’s Careers page at: https://www.theglobeandmail.com/about/work-at-the-globe/#currentopenings Please quote the posting code 2018-098 at the top of your resume or in your cover letter and submit by Tuesday, July 3, 2018 . The Globe and Mail Inc. is dedicated to equity in the workplace. At The Globe and Mail, we are committed to fostering an inclusive, accessible work environment, where all employees feel valued, respected and supported. The Globe and Mail offers accommodation for applicants with disabilities as part of its recruitment process. If you are contacted to arrange for an interview, please advise us if you require an accommodation.