Operations and Events Coordinator

Company Overview

Bard on the Beach is Western Canada’s largest professional Shakespeare festival, with a focus on providing accessible, inclusive, and vibrant theatrical works to the public. The Festival presents Shakespeare plays, related dramas and special events from June to September in two modern theatre tents, in the magnificent waterfront setting of Senákw/Vanier Park. Bard Education also offers programs throughout the year. Full details here. 

Job Description

POSITION SUMMARY

Reporting to the Operations and Volunteer Manager, the Operations and Events Coordinator is responsible for coordinating and executing special events and accessibility initiatives that are managed by the Operations department. Operations Events include Family Days, Relaxed Performance, Pride Night, Wine Wednesdays, Bard Fireworks and private rentals. Working closely with the Operations team, they set up, organize and manage all events spaces on site and provide additional support to the Operations Leadership team, Front of House staff and Volunteers during the season. You’ll be part of a welcoming and collaborative staff team that is deeply committed to upholding and practicing Bard’s Company Commitments.

RESPONSIBILITIES

•  Coordinates Operations events such as Pride Day, Family Day, Relaxed Performances and staff/volunteer events. This includes contacting and securing external vendors, planning and communicating the event logistics, and post-event reporting.
• Acts as the point person for key special events including setting up the event space, briefing volunteers and staff, managing event logistics, and striking the event.
• Communicates with the Box Office and Development teams responsible for group bookings to coordinate and provide onsite support for private events, group bookings and special patron activations. 
• Coordinates relationships with key accessibility event partners.
• Acts as the Operations support for community access initiatives and celebrations. 
•  Provides special event training and supervision of volunteer event hosts and servers scheduled for special events.
• Manages the retail inventory and stock for the special events and performs end-of-shift processes and invoicing when necessary.
• Communicates new ideas or concerns and assists in the development and implementation of the best possible events experience for guests, staff, and volunteers with consistent follow-up.
• Supports the Senior Operations team to maintain patron-facing areas and coordinating the setup and strike of our event spaces

QUALIFICATIONS

• A passion for working with the arts community and creating welcoming and inclusive spaces for all.
• Events coordination experience is highly desirable, but not essential; equivalent experience will be considered.
• Experience working with the public; preferably in live events.
• Demonstrated experience supervising staff or volunteers; equivalent experience will be considered.
• The ability to remain organized and adaptable in a fast-paced and dynamic environment.
• An interest in the theatre and the arts, and a desire to learn more about working in arts administration.
• Requires lifting approximately 30-40lbs and being on your feet for extended periods of time.
• Serving It Right is required. Bard on the Beach will cover the cost of certification.
• Proficiency with the Microsoft Office suite; familiarity with Microsoft Teams preferred. Bard will provide a PC computer.  
• Familiarity with ticketing systems, databases or point of sales systems is an asset.

HOURS

May: 30 hours per week 
June- September: 37.5 hours per week
October: 30 hours per week

In the months of May and October, the position allows for a hybrid (remote and in-person) work schedule, to be negotiated with the Operations and Volunteer Manager in accordance with Bard’s policies. The primary work location is at the BMO Theatre Centre in Olympic Village.

From June through September the primary work location is our Festival site in  Senákw/Vanier Park. Evening and weekend availability is required.