Assistant Event Coordinator

Harbourfront Centre is an innovative non-profit cultural organization renowned for being a beloved 10-acre community campus for arts, culture, and learning at the heart of Toronto’s waterfront! With events and activities for a diverse public that enliven, educate and entertain, we welcome visitors year-round, passionately dedicated to nurturing creativity, fostering connection and bringing learning to life.

We are currently seeking several Assistant Event Coordinators to help with the execution of festivals, events and activities on our 10-acre waterfront campus.

 

Position Title: Assistant Event Coordinator

Department: Event Operations

Reporting To: Manager, Event Operations

Type of Employment: Casual

Number of Vacancies: 3-4

Hours of Work: Varied, based on organizational/event need. Work hours may include day, evening and weekend shifts, as such, candidates must have this flexible availability

Compensation: $24 per hour

Location: On-site at our waterfront campus in downtown Toronto

 

Summary of Function

The Assistant Event Coordinator (AEC) is responsible for overseeing the execution of events in an assigned venue, providing  stage and venue management support under the supervision of a Sr. Event Producer or Event Producer. This role works with service departments including Ushers, Bartenders, Operations, Grounds, Security and Technical Production to ensure excellence of presentation, as well as artist and patron service. Furthermore this role acts as a liaison between artists, clients, Arts & Culture staff, and service departments for assigned venues.

 

Duties

• Provides venue management for an assigned venue or area during each shift by confirming all required staff are present and briefed, greeting performers and clients and introducing them to key support staff, reviewing production schedule details and ensuring production, patron and artist hospitality requirements are met.
• Responsible for stage management duties when assigned to events with a performance or stage element. Ensures event starts and ends on time, cues performers and on-stage activity, moves non- technical equipment and props on and off stage or works with visiting stage manager performing these duties except when working in one of the union theatres.
• Performs house management duties in terms of patron service when there is no front of house staff assigned to the event.
• Responsible for making sure the venue is properly set up according to capacity and ensures everything is in order during an event regarding set up, event execution and strike.
• Makes necessary changes to seating, flow of patron traffic, and sets up signage.
• Liaises with hospitality staff and caterers on the coordination and presentation of bar service, receptions and other food and beverage service during an event.
• Ensures the Event Producer is up to date with the event activity details and changes by reporting to them during an event.
• Writes a shift report for each shift detailing patron numbers for statistical analysis, detail event highlights and issues, patron service and facilities/venue notes and recommendations.
• Responsible for recording technicians’ staff hours as part of daily shift reports.
• Completes and submit SOCAN and archival filming permits when required.
• Provides a high level of customer service as a priority, responding to patron concerns and inquiries. Responds to patron complaints effectively. Refer issues to the Audience Experience department if suitable resolution cannot be made at the time.
• Offers assistance to patrons with accessibility needs.
• Ensures assigned venues/facilities are clean and safe for patrons.
• Assists visiting media representatives providing information and directing them to locations where they can set up.

 

Requirements

• Working knowledge of techniques, methods and procedures of theatre, dance, and music productions and presentations.
• 1-3  years of  demonstrated experience in technical/production in theatre, dance, and music.
• Stage management skills and experience.
• Strong passion for the arts and client engagement.
• Highly effective communication, presentation, interpersonal and relationship building skills required in working with individuals at all levels of the organization, arts and cultural partners, and rental clients; and fostering open and honest relationships and communication, respecting confidentiality.
• Result-oriented and proactive, with the ability to multitask, prioritize and work independently.
• Outgoing and able to establish relationships quickly when meeting new people.
• Experience in the not-for-profit sector, corporate event management and /or logistics is an asset.
• Front of house experience is considered an asset.
• Knowledge of Canada’s art community and understanding of AODA an asset.
• Current Province of Ontario driver’s license or evidence of equivalent mobility an asset.
• Able to work shifts that vary and include weekdays, evenings, weekends, holidays and/or irregular hours. Intense period of time requiring weekend work is the summer festival season May to October.
• Must be legally eligible to work in Canada. Non-Canadian applicants must have proper documentation authorizing their ability to work in Canada for the duration of active employment.

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Our Values

At Harbourfront Centre, our values—Open, Brave, Rigorous, and Kind—reflect our commitment to inclusivity, imaginative risk-taking, excellence, and respect, ensuring enriching experiences for all.

How To Apply

Harbourfront Centre is committed to diversity and inclusiveness. We encourage qualified candidates from all backgrounds to apply. Acceptable applications must include a cover letter and a current resume.

To apply, please submit your candidacy to jobs@harbourfrontcentre.com by no later than May 23, 2025. Please quote Assistant Event Coordinator in the subject line of your application.

We thank all applicants for their interest, however, only those being considered for an interview will be contacted. Suitable accommodations will be available upon request during the hiring process.