Event and Audio-Visual Services Coordinator

Appointment Type: Full time onsite; Typical business hours as the core hours; will be required to work evenings and weekends to support as events activity.

Positions: 1 position

Compensation: Job Band: 08N $60,282 - max. $86,805 Hiring Range: $60,282 - $70,000

Competitive benefits package, including group benefits, defined benefit pension plan, tuition waiver, and generous vacation time allotment

Reports to: Manager, Catering & Events

Trinity College is a vibrant and diverse academic community with a rich history and an excellent local and international reputation. Since its founding in 1851, the College has valued and fostered a high level of academic achievement with some 2,000 currently registered students, 450 of whom live at the College. The Trinity College campus grounds comprise spectacular historic buildings. The College is the smallest college on the St. George Campus of the University of Toronto, located in the central Toronto downtown core, steps from the Bloor - St. George subway station and Queen's Park.

Position Summary:

As a member of the Trinity College Ancillary Services Team reporting to the Manager, Event Services and Catering, this position is responsible for serving as the Event Services and Catering first point of contact for internal and external clients, independently coordinating all aspects of Trinity College Chapel bookings and campus photo permits and coordinating the audio-visual services for events taking place on campus.

The Coordinator, Event and Audio-Visual Services will need to work closely and effectively with a variety of internal and external clients to support the broad range of events at the College. To be successful in this position, the incumbent will need to have excellent interpersonal, communication, and relationship-building skills.

Day-to-day work will require a high degree of emotional intelligence and humility, tact, organization and attention to detail, highly accurate record keeping, ability to adapt and be flexible in your work, ability to prioritize, and ability to work in a fast-paced evolving environment.

Key Responsibilities:

• Answering inquiries in a punctual, accurate and informative manner.
• Providing advice and estimates for routine events; advising on ability to meet special needs or requests.
• Providing quality customer service to facilitate ongoing new and repeat business to Trinity College.
• Preparation of weekly event and catering reports and summaries.
• Liaising with College Chaplain and the Verger for events that involve use of the Chapel; communicating to potential clients restrictions around the type of events that are permitted to take place in the Chapel.
• Meeting with representatives of University offices who are planning events, to ensure that their needs are being met and that contract obligations are fulfilled by all parties.
• Liaise with in-house food service provider, in all catering orders, college food services tracking in reservations system; ensuring room set up meet client requests/catering needs and address situations, resolve issues that arise.
• Working with the Finance Office on receiving booking deposits and outstanding balances for event and conference invoices.
• Using computerized booking systems to book functions and events, ensuring that all details such as room set up or audio-visual requirements are recorded and communicated properly, that all necessary components are present.
• In consultation with the Manager, plans, organizes and assigns day-to-day work assignments for casual and work study students in support of internal college events and external events.
• Trains casual and work study staff in the safe set up, storage and operation of audiovisual equipment.
• Supports audio visual set up and services for Trinity College events and external events when casual employees or work study employees are unavailable or unable to perform the duties.
• Act as a technical expert and resource to faculty, staff for Trinity College departments seeking to audio visual support and acting as technical resource and liaison in circumstances when a third-party audio/visual company may be required for an event.
• Provide on-site support at events; weekend and evening work required

Educational and Experience requirements:

• Completion of a post-secondary Diploma in Events Management, Hospitality, Media Production or equivalent combination completed program and related experience in events and audio technician.

Skills and Attributes:

• Excellent communication skills with the ability to deal tactfully and effectively with internal and external clients, conference groups and all levels of College staff.
• Self-starter, excellent time management to prioritize work and meet deadlines with minimum supervision.
• Consistently professional, demonstrates good judgement and is an effective problem-solver.
• Strong customer service orientation with sensitivity to various levels of expectation from a wide range of stakeholders (i.e. external customers, program participants, College faculty, staff and students).
• Proficiency in using Microsoft Office Software (Outlook, Word, Excel, PowerPoint etc.).

Submit resume and covering letter.

Please reference Job #2024 -16 Event and Audio-Visual Services Coordinator in the email subject line. Only applications with both cover letters and resumes in one Microsoft Word or PDF document and submitted through the above email address will be considered.

Job posting closing date: Open until filled.

Trinity College is a federated university in the University of Toronto and offers excellent employment opportunities with exceptional benefits. The College is a culturally diverse community that sustains a tradition of academic excellence and provides a vibrant and welcoming community of students, faculty, alumni, and staff.

Trinity College is committed to Employment Equity and Diversity based on merit, transparency, accessibility, and inclusion ensuring that all candidates are given a fair opportunity. If you need this job posting in an alternative format or if you require accommodation measures, please contact us via Isarta and we will work with you to meet your needs at every stage of the recruitment and selection process.

We thank all applicants for their interest in this position. Only those selected for an interview will be contacted.

Job Type: Full-time

Pay: $60,282.00-$70,000.00 per year

Work Location: In person

Expected start date: 2025-01-13