Job Posting - Event Coordinator & Assistant

About St. Volodymyr Cultural Centre (Oakville)

St. Volodymyr Cultural Centre (Oakville) Inc. was built in 1988 by the St. Volodymyr Ukrainian Orthodox Cathedral in Toronto to commemorate the millennium of Christianity in Ukraine. The Centre was named after Prince Volodymyr the Great who accepted Christianity for himself and the Ukrainian people over one thousand years ago.

Our professional staff has hosted a number of weddings and corporate events, including functions for high-ranking political dignitaries and celebrities. They offer a full range of services, from buffets, hors d’oeuvres, banquets, and weddings to coffee breaks, cocktail parties, school proms, barbecues, and picnics. With the opening of All Saints of Ukraine Chapel in 2014 as an auxiliary chapel for St. Volodymyr Cathedral of Toronto along side the SVCC building, the Chapel also serves as a facility for religious services, ceremonies and celebration of life events that may be associated with the St. Volodymyr Ukrainian Cemetery (a.k.a. West Oaks Memorial Gardens) adjacent to the property.

About the Role

Based in the Cultural Centre’s administration office located at 1280 Dundas Street West in Oakville, the Event Coordinator and Assistant, will play a key role in having to be the ‘frontline’ communication contact for accepting client/customer calls, queries, bookings and coordination with the organizers of booked events. Working along side with and reporting to the SVCC Senior Administration Manager, this individual will be accountable for and not limited to the following:

• Leadership – Communicate with prospective clients to determine their needs for services and facility accommodations that are offered by the Centre by:

1. Suggest options and recommendations for the event or service that is requested by the client
2. Negotiate prices
3. Prepare accurate quotes and finalize with a contract for the event with a detailed description, menu and pricing as agreed to by the client
4. Keep in contact with the client and review the contractual obligations before the event date

• Management – Effective management pertaining to the booked event with the client. This includes activities such as:

1. Work with the caterer to develop menus and pricing for catered events
2. Communicate with outside vendors, caterer and all members of the SVCC team to provide the event details to accommodate requirements of the client
3. Attend the booked events, and effectively handle client concerns and resolve issues with clients and staff before, during and after the event.
4. Collect all contracted payments for the events or services, as per the contract agreement
5. Managing the rental and use of the banquet hall and other facilities

• Staff, Facilities and Volunteers Integration - SVCC works in a ‘team’ effort environment that requires many facets of interactions with many other personnel both internal and external. The St. Volodymyr organization makeup is comprised of salaried personnel, part-time personnel, volunteers, Church parishioners and both internal/external Church priests. This includes activities such as:

INTERNAL:

a) Work with the SVCC designated caterer to develop menus and pricing for catered events.

b) Integrate with Maintenance personnel for event set-up, dismantle, etc.

c) Supporting the recruitment, resourcing and deployment of event bartenders

d) Manage and engage with small teams and stakeholders to execute initiatives and small projects pertaining to SVCC

e) Support the SVCC Board of Directors wherever required

EXTERNAL:

· Delivering outstanding service to clergy, parishioners and volunteers by adhering to established customer service standards

· Occasionally engage with staff from other St. Volodymyr organizations to achieve efficiencies

Essential Competencies and Qualifications

· Post Secondary education

· Legally entitled to work in Canada

· Graduate of recognized Hotel & Restaurant Management Program or experience in a similar role
or within an Event coordinator role is as asset

· Excellent interpersonal skills, both written and verbal English

· Computer literacy

· Highly organized

· Building and maintaining accurate database of contacts, especially vendors

· Able to handle many tasks at once with minimal supervision

· High energy with exceptional organization and communication skills

· Must be able to work independently and maintain a positive attitude within a very busy environment

· Managing a calendar of events

· Creating an environment of continuous improvement by proactively soliciting feedback from key stakeholders – staff, clients –
and implementing appropriate changes

· Effective communication conducting community outreach

· Supporting backup for other SVCC staff in coverage during absences, vacations and other high demand periods

· Compliance with Health & Safety Guidelines, SVCC’s Privacy Policy

· Able to perform other related duties and responsibilities as required

· Process driven

· Strong customer-service orientation

· Detail-oriented

· Discreet and professional, with the ability to deal effectively with sensitive matters

An asset to the position

· Advanced computer/software skills: MS Word, Excel, PowerPoint, Adobe Acrobat Pro, file/document management,
scheduling software and QuickBooks accounting

· Telemarketing skills

Physical Aspects of Position (included but not limited to):

· Occasional lifting and carrying up to 20 lbs.

· Occasional kneeling, pushing, pulling, lifting

· Ability to focus attention on guest needs, remaining calm and courteous at all times

· Willingness to work off normal hours during those such scheduled events

Additional Information

This role position is a part-time role that potentially could develop into a full-time position. The work schedule will be determined upon acceptance of employment, and will include both on-site office hours and/or work-at-home provisions. Salary will be commensurate with experience. Employment is conditional upon the successful completion of a full employment, education, and criminal background check.

Are you ready to play a key role in the growth of our banquet hall facility for the Oakville and Greater Toronto communities? If the answer is a resounding “YES!” please submit your cover letter and resume to: info@svccoakville.com

We thank all applicants for their interest in this position and you will be contacted for an interview with the SVCC administrator.