Business Development and Events Coordinator (12 Month Contract)

The City of Markham is proud to be recognized for the 4^th consecutive year as one of Canada's Best Employers by Forbes and Statista Inc. In 2024, the City of Markham is ranked the top city in Ontario and in the top 10 for Government Services. The recipient of multiple environmental awards, we are recognized for our innovative sustainability and urban planning initiatives as well as our fiscal accountability. More than 357,000 residents call Markham home and benefit from our rich heritage, culturally diverse environment, vibrant local economy and focus on quality of life.

Applications are now being received for the above position at the Markham Museum in the Economic Growth, Culture & Entrepreneurship Department within the Development Services Commission. To apply, please submit your resume and cover letter online by April 28, 2024.

Join us and make a lasting difference!

JOB SUMMARY

Reporting to the Museum Manager, the Business Development & Events Coordinator is responsible for developing and managing the museum's rental and events program, including developing and monitoring the associated budgets to ensure that they meet or exceed revenue targets. They are responsible for the development and overseeing the planning and logistics of all the events, including direction and supervision of related staff and vendors to ensure efficient and effective operations. Another primary role of the Coordinator is to lead the Museums Marketing & Communications and sponsorship efforts in conjunction with the Cities Corporate Communications Department.

KEY DUTIES AND RESPONSIBILITIES

Rental Services

• Develop an annual business plan to generate maximum revenues for the museum, and manage the museum's rental program including promotion and marketing, bookings to maximize rental revenues, which include weddings (both ceremony and receptions) private parties, corporate events, public meetings and photo contracts; continuously identify opportunities to increase rental revenues.
• Implement and monitor related business plans and promotion strategies for rentals and events.
• Liaise with vendors and assist with the management of contract administration.
• Supervise and participate in the coordination of rentals.
• Track sales and advance deposits, setting revenue targets to meet or exceed budgets.
• Prepare monthly financial performance reports with respect to all aspects of the rental service (rentals, events, weddings, receptions, etc.).
• Ambassador of the Museum and City at trade shows and conventions to promote City wedding facilities and rental facilities at the Museum.
• Responsible for managing and maintaining a database of all rental and event related contracts, including confirmations, billings and accounts payable.
• Maintain the museum's rental/event calendar to ensure museum staff are able to operate grounds in an efficient and effective manner.
• Interface with other departments to ensure proper set up for successful coordination of rentals.
• Communicate with rental clients before, during and after event; conduct site tours and ongoing customer satisfaction surveys.
• Liaise with caterers, designers and other rental vendors and contractors, maintaining current list of contacts to support events and rentals.
• Coordinate with City staff to ensure Museum grounds and facilities are appropriately maintained.

Museum Events

• Coordinate and implement all Museum events including existing major events such as Applefest, ScaryFest, exhibition Openings, and other major public events.
• Project manage and oversee the logistics and planning for all major museum events.
• Work in collaboration with the Program Coordinator and Collections Coordinator to develop Museum run public events.
• Work with various community groups to produce partnered programming and events.
• Supervise maintenance, rental and events staff to ensure safe, effective operations museum events and rentals.
• [CA1] Sit on various City of Markham Committees that support events held at the Museum such as Staff Appreciation Day, Canada Day etc.
• Work directly with community groups and Friends of Markham Museum to deliver partnered programming and events with coordination of sponsorships.
• Research and explore new public events to increase attendance and revenue opportunities for the Museum.

Business Development

• Identify and implement new business opportunities for the museum.
• Promote and build current and new partnerships with the community.
• Develop partnership concepts and guide creation of marketing and communications plan.
• Work closely with Program Coordinator and Curator to leverage al museum's assets in an effort to initiate innovative ideas as well as maximize partnership and revenue opportunities.
• Work with Corporate Communications to developing and obtaining sponsorships and partnerships for events, exhibitions and other programming.

Marketing & Communications

• Guide the Museum's branding, marketing and communication strategy in line with the strategic plan.
• Work with external partners in marketing and promoting the Museum's initiatives.
• Work closely with Corporate Communications department in all marketing and communication efforts including producing collateral in accordance with project messaging.
• Hire, train and supervise Communication and Events Assistant, while also assisting with hiring and supervision of additional event staff as needed for large scale events.
• Develop marketing plans alongside Corporate Communications within budget requirements.
• Collaborate with all museum departments to identify internal and external customer needs.
• Support all media inquiries relating to all museum programming.

Financial

• Responsible for meeting or exceeding budget targets event program.
• Coordinate the completion of all rental paperwork associated with accounts payable.
• Monitor financial activity ensuring accurate and complete reports, adhering to all appropriate City policies and procedures.
• Responsible for managing all budget lines related to events revenue along with associated expenses.

Administration

• Ensure systems, processes and procedures are in place and maintained for provision of accurate and complete information with respect to events.
• Provide backup for museum's payroll administration function and perform other related duties as required.
• Supervise and provide direction to the Museum Maintenance Assistant.
• Assist in recruitment, training, scheduling, supervising and performance management of part-time staff.
• Provide training to staff and volunteers for specific tasks and events.

REQUIRED SKILLS & COMPETENCIES

• University degree in Business Administration specializing in Event Planning/Management, Hospitality Management, Marketing or related discipline.
• Minimum 5 years of experience in Event Management, preferably in a cultural facility.
• Previous community development, staff & volunteer supervision, financial and resource management experience.
• Proven track record in developing and implementing promotion plans.
• Excellent written and verbal communication skills.
• Supervisory experience required.
• Must be willing to drive truck and tractor (training will be provided).
• Submission and maintenance of a valid Ontario Drivers License (Class 'G') and access to personal vehicle for business purposes.
• As a condition of employment, you will be required to provide a satisfactory driver's abstract (No demerit points plus no more than 2 infractions - max of one moving and one non-moving conviction).
• Will be required to work outside normal business hours, attend evening and weekend meetings and/or events.
• Able to navigate a 25 acre site including historic buildings, natural features, stairs, etc. Site is primarily outdoors with varied weather conditions and exposure to mould, dust, animal droppings, and a variety of pollen encountered in natural open environments. Occasionally lift items up to 40 lbs.

CORE BEHAVIOURS

• Service Excellence: Meets or exceeds service standards when interacting with customers in the community and in the organization.
• Change & Innovation: Responds positively and professionally to change and helps others through change.
• Teamwork & Relationship Building: Interacts with others in an inclusive, collaborative and respectful way that creates effective working relationships.
• Communication: Communicates in a clear, professional and respectful way; demonstrates active listening.
• Accountable & Results Oriented: Demonstrates ethical behaviour and accountability, aligns with City values, and abides by relevant policies and legislation.
• Management & Leadership: Demonstrates self-management, professionalism and engagement; leads by example

The City of Markham is committed to inclusive, accessible and barrier free employment practices and to creating a workplace that reflects and supports the diversity of the community we serve. Please let us know if you require an accommodation and we will work with you to ensure a barrier free hiring process.