Advancement Events Coordinator

Company Overview

Who We Are:

Based in Stratford, Ontario, the Stratford Festival is one of the world’s foremost repertory theatre companies. It operates year-round, presenting a season of about a dozen plays each year between the months of April and November, a rich stream of digital content and hundreds of events designed to deepen understanding of the plays. For every person a theatregoer sees on our stages, we have seven people working behind the scenes, some of the world’s most dedicated and experienced arts workers.

The Stratford Festival is committed to ongoing work to support equity, inclusion, anti-racism and anti-oppression in all areas of our work. These areas include play selection, casting, marketing and public relations efforts, education programs, production, recruitment of staff and volunteers, and the composition of the Board of Directors.

Why You Should Apply:

• Creative work environment     
• Paid operational shutdown in December, with flexibility of days being used at alternative times during the year
• Group Insurance Benefits
• Employer matched RRSP
• Employee Assistance Program to encourage work-life balance and strong mental health
• Complimentary & discounted ticket offers and events
• Employee discounts on merchandise and event space
• Being a part of the magic of live theatre!

Job Description

The Advancement Events Coordinator will support the Advancement team with event planning, management and execution. This includes key events such as the Opening Night Dinner, Board and Senate Dinner, the Legacy Award Gala, and various Playwrights’ Circle events during the theatre season. 

Responsibilities:

• Oversee and coordinate all aspects of internal and external events, executing the expectations indicated by event hosts.
• Execute event design and décor, including flowers or other items, in a financially and environmentally responsible manner.
• Liaise with caterers and other venue partners.
• Serve as main venue contact on the day of the event.
• Ensure event itinerary is completed and distributed as needed on a timely basis.
• Manage all event logistics and timelines. During respective event, ensure event timelines are adhered to for the flow of the evening, food distribution, cueing speakers and artists, etc. 
• Be available to assist the Advancement team as needed on the day of the event, including place cards, printing name tags, ensuring everything is ready for “showtime,” etc. 
• For offsite events, in addition to the above, coordinate any printing/sourcing as required, transportation to and from venue for any staff and artists, deliveries to the site, Audio/Video needs, etc. 
• Coordinate with Artistic staff as required. Address artist needs, in partnership with Directors’ Office (piano, accompanist, dressing room, food, transportation).
• Gala: In addition to the above responsibilities, as required, liaise with Gala Producer, coordinate onsite filming needs for award recipient, liaise with Directors’ Office as needed regarding program and itinerary, coordinate Gala program book and assist with other planning, as necessary.
• Adhere to the Stratford Festival Health & Safety Commitment and Procedures, and ensure that safe work practices and policies are supported and enforced within reporting structure.
• Perform other duties as assigned

Minimum Qualifications:

• Post-secondary diploma program, typically a two year program, or equivalent, (i.e. Community college, Technical Institute or Trade School, etc.) in event management 
  4 to 6 years of related experience
• Work will require some evening and weekend hours
• Event locations include: Stratford, Ontario; Toronto; Detroit
• Proficient in Microsoft Outlook and the Microsoft office suite

Behavioural Competencies:

• Organization skills: create structure and optimally use resources to achieve results and ensure productivity
• Communication: actively listen and effectively transmit and receive information
• Attention to Detail: meticulously review work and ensure accuracy and precision in all tasks.
• Teamwork: readily work with others towards a shared goal, actively support teammates and recognize everyone’s contributions
• Adaptability / Agility: seamlessly adjust to changes in environment or situation; readily learn alternative approaches and methods
• Initiative: proactively execute tasks and resolve issues with minimal guidance
• Time Management: efficiently allocate and use time to meet goals and deadlines, prioritize tasks as necessary.

This is a part-time, seasonal position. 

Shared Values:

• Inclusion: contribute to an environment where everyone is welcome, valued and respected; consistently demonstrate an open-mindedness and intellectual curiosity that promote and celebrate the diversity of perspectives.
• Innovation: put experience and knowledge into creative problem-solving and the continuous improvement of the organization.
• Rigor: show integrity in behaviour, attention to detail in work and commitment to excellence and professional evolution
• Caring: be empathetic, understanding and attentive to others
• Connection: establish and maintain trusting relationships that are respectful and constructive