Job Description
Full job description
Hours per week and Schedule of Work: (Hours and Schedule of work are subject to change in accordance with Article 19):
Evenings and Weekends required. Shifts vary weekly based on schedule of bookings and operational needs; shift selection completed monthly.
Expected End Date: For approximately six (6) months
JOB SUMMARY
Under the direction of the Sales Supervisor, this position will be responsible for venue rental
contracts, event planning & coordination, and assisting in supervision of events.
DUTIES:
Liaise with Sales Supervisor on all venue rental contracts and events
Coordinate the logistics of venue bookings
Meet with clients and other groups as required to organize and coordinate bookings
Finalize client requirements including room setup, required event personnel
Ensure that room setup is in accordance with lease requirements, standard venue booking procedures and with safety standards and fire and health codes.
Monitor administrative procedures and progress of venue bookings
Calculate and provide Sales Supervisor with all estimates of potential costs for a venue booking
In conjunction with the Sales Supervisor, assumes primary responsibility for maintaining the venue booking system with respect to booking calendar, all booking related setup details and client database
Coordinate with internal and external service providers for venue bookings, including catering, entertainment, flowers, decorations, signage, audio visual equipment and technician, security, cleaning and other activities as required
Ensure user compliance with Library policies, procedures and City by-laws
Assist the Sales Supervisor to negotiate contracts for services, approve supplier invoices, maintain financial records, review final billing to clients and prepare reports as necessary
Oversee seamless operation of venue bookings in progress as needed
Finalize all charges and prepare client billing for distribution to client and Library Administration
Liaise with accounting to ensure proper payout of commissions to Toronto Public Library from all event vendors
Maintain venue booking log noting attendance, times, significant highlights
Assist Sales Supervisor to achieve continuous effort to improve operations through streamlining work processes, and work cooperatively and jointly to provide quality seamless customer service
Assist in the resolution of problems or complaints from clients in accordance with established policies and procedures
Other duties as assigned by the Sales Supervisor
Qualifications:
College diploma in events, convention or meeting management, tourism or hospitality administration
Minimum 1 year successful events coordination
Demonstrated experience pertinent to the duties listed above
Well-developed organizational skills
Strong interpersonal skills
Excellent customer service skills
The Toronto Public Library does not ask for a credit card, banking information, or social insurance number during the recruitment process. Do not respond to emails or requests for information about jobs at TPL that are not sent from an @tpl.ca address.
ACCOMMODATION:
We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.
APPLICATION PROCESS:
Toronto Public Library (TPL) invites applications from all qualified individuals. The Library is committed to equal opportunity, diversity in the workplace, equity and reconciliation, and welcomes applications from Indigenous people, Black and racialized groups, people with disabilities, 2SLGBTQ+ people and women.
All applicants must be legally entitled to work in Canada. Toronto Public Library (TPL) will be using email to communicate with you for all job competitions. It is your responsibility to include an updated email address that is checked daily. As we send time sensitive correspondence, we recommend that you check your email regularly. If no response is received, we will assume you are no longer interested in pursuing the opportunity. Please be advised that a Criminal Record Check may be required of the successful candidate. Should it be determined that any background information provided be misleading, inaccurate or incorrect, Toronto Public Library (TPL) reserves the right to discontinue with the consideration of your application.
Hours per week and Schedule of Work: (Hours and Schedule of work are subject to change in accordance with Article 19):
Evenings and Weekends required. Shifts vary weekly based on schedule of bookings and operational needs; shift selection completed monthly.
Expected End Date: For approximately six (6) months
JOB SUMMARY
Under the direction of the Sales Supervisor, this position will be responsible for venue rental
contracts, event planning & coordination, and assisting in supervision of events.
DUTIES:
Liaise with Sales Supervisor on all venue rental contracts and events
Coordinate the logistics of venue bookings
Meet with clients and other groups as required to organize and coordinate bookings
Finalize client requirements including room setup, required event personnel
Ensure that room setup is in accordance with lease requirements, standard venue booking procedures and with safety standards and fire and health codes.
Monitor administrative procedures and progress of venue bookings
Calculate and provide Sales Supervisor with all estimates of potential costs for a venue booking
In conjunction with the Sales Supervisor, assumes primary responsibility for maintaining the venue booking system with respect to booking calendar, all booking related setup details and client database
Coordinate with internal and external service providers for venue bookings, including catering, entertainment, flowers, decorations, signage, audio visual equipment and technician, security, cleaning and other activities as required
Ensure user compliance with Library policies, procedures and City by-laws
Assist the Sales Supervisor to negotiate contracts for services, approve supplier invoices, maintain financial records, review final billing to clients and prepare reports as necessary
Oversee seamless operation of venue bookings in progress as needed
Finalize all charges and prepare client billing for distribution to client and Library Administration
Liaise with accounting to ensure proper payout of commissions to Toronto Public Library from all event vendors
Maintain venue booking log noting attendance, times, significant highlights
Assist Sales Supervisor to achieve continuous effort to improve operations through streamlining work processes, and work cooperatively and jointly to provide quality seamless customer service
Assist in the resolution of problems or complaints from clients in accordance with established policies and procedures
Other duties as assigned by the Sales Supervisor
Qualifications:
College diploma in events, convention or meeting management, tourism or hospitality administration
Minimum 1 year successful events coordination
Demonstrated experience pertinent to the duties listed above
Well-developed organizational skills
Strong interpersonal skills
Excellent customer service skills
The Toronto Public Library does not ask for a credit card, banking information, or social insurance number during the recruitment process. Do not respond to emails or requests for information about jobs at TPL that are not sent from an @tpl.ca address.
ACCOMMODATION:
We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.
APPLICATION PROCESS:
Toronto Public Library (TPL) invites applications from all qualified individuals. The Library is committed to equal opportunity, diversity in the workplace, equity and reconciliation, and welcomes applications from Indigenous people, Black and racialized groups, people with disabilities, 2SLGBTQ+ people and women.
All applicants must be legally entitled to work in Canada. Toronto Public Library (TPL) will be using email to communicate with you for all job competitions. It is your responsibility to include an updated email address that is checked daily. As we send time sensitive correspondence, we recommend that you check your email regularly. If no response is received, we will assume you are no longer interested in pursuing the opportunity. Please be advised that a Criminal Record Check may be required of the successful candidate. Should it be determined that any background information provided be misleading, inaccurate or incorrect, Toronto Public Library (TPL) reserves the right to discontinue with the consideration of your application.
💡 Quick Summary
Seeking a career-building opportunity? The Event Associate position is now open for candidates interested in the Event Management Jobs sector. This role in Toronto offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Event Management Jobs is a plus.
