POSITION
Rentals & Administration CoordinatorREPORTS TO
President & Executive Director, with additional oversight from the Cultural Events ManagerDESCRIPTION
Join the vibrant and dynamic team at the French Library as it celebrates its 80th anniversary and its business growth! We are seeking a responsible and organized person for a full-time position including events and rentals coordination (50%) and other administrative tasks (50%). This role offers a unique opportunity to contribute to the cultural and community life of our organization while managing a variety of engaging events in our beautiful, award-winning spaces, while also handling essential office administrative tasks.The coordinator will take charge of our rental program, lead a team of rental attendants and volunteers, and ensure every event is executed with excellence and professionalism. Additionally, the coordinator will assist the cultural team with some events as needed.
On the administrative side, the coordinator will assist the President & Executive Director with meeting coordination (among which, quarterly board meetings), communications with stakeholders, and other projects.
While weekend and evening availability is required, you’ll have the flexibility to arrange your schedule based on the schedule of events with on-site and remote office hours, creating a balanced and adaptable work environment.
RESPONSIBILITIES
RENTALS AND EVENTS COORDINATION- Client Coordination: Serve as the primary point of contact for rental inquiries, providing information, conducting tours, and assisting clients with booking and planning their events. Event spaces include the Founder’s Room, Gallery, first floor, meeting rooms, and kitchen.
- Rental Agreements: Prepare and manage rental contracts, ensuring all terms and conditions are clearly communicated and adhered to by clients. Ensure all required documentation (e.g., contracts, insurance certificates, permits) is in place.
- Event Management: Oversee the setup, execution, and breakdown of events, ensuring all client needs are met and spaces are maintained in excellent condition.
- Event Coordination for Cultural Programming: Work closely with the Cultural Events Manager and assist with specific social and cultural events as needed, such as the monthly Apéro for the French community, as well as the summer and winter markets. Responsibilities include:
- Managing event logistics, including the ability to lift and move tables and chairs for event setup and breakdown.
- Keeping track of supplies inventory and managing volunteer participation and points.
- Coordinating catering, arranging food trays, and ensuring seamless execution of all event logistics.
- When the rental schedule is particularly demanding, priority will be given to rentals coordination, with cultural event responsibilities adjusted to accommodate the workload.
- Rental Attendant and Volunteer Supervision
- Supervise and train rental attendants and volunteers for smooth event operations, including preparation, guest interaction, and closing tasks.
- Foster volunteer engagement through guidance and follow-up.
- Maintain an accurate and up-to-date record of the volunteer database.
- Facility Maintenance: Coordinate with maintenance staff to ensure all rental spaces are clean, safe, and well-maintained.
- Budget Management: Develop and manage the rentals budget, tracking income and expenses, and providing regular financial reports to the Executive Director.
- AV System Oversight
- Operate and maintain the AV system in the Founder’s Room, providing support during rentals and troubleshooting as needed.
- Regularly update the AV User Guide and train Rental Attendants and volunteers on system basics.
- Marketing, Client Prospection and Outreach:
- In collaboration with the Marketing department, promote rental spaces through various marketing channels, including social media, community outreach, and partnerships with local organizations.
- Actively seek new rental clients and maintain a database of corporate contacts, event planners, and caterers.
- Develop and manage a preferred vendor list for caterers, party planners, and other service providers to assist clients with event planning.
- Policy Development: Review and update rental policies and procedures as needed to ensure efficient and effective operations.
- Communication: Handling correspondence with trustees, donors, and partners, including emails, phone calls, and letters. Drafting and proofreading communications on behalf of the executive director.
- Meeting Coordination: Organizing meetings, including quarterly board meetings, preparing agendas, distribution of documents, taking minutes, and ensuring follow-up on action items.
- Document Management: Maintaining and organizing important documents, files, and records. Ensuring confidentiality and security of sensitive information.
- Event Planning: Assisting with the planning and execution of fundraising events, and other organizational events.
- Financial Support: Assisting with basic bookkeeping tasks, such as tracking expenses and processing invoices.
- Project Support: Providing administrative support for various projects, including research, data collection, and report preparation.
QUALIFICATIONS
- Bachelor's degree in Business Administration, Hospitality Management, or a related field.
- Minimum of 3 years of experience in event management, facility management, or a related role, ideally in a cultural or nonprofit environment.
- Availability for weekend and evening shifts required.
- Native English competency required. Bilingual English-French preferred. Consideration will be given to a level of French proficiency.
- Strong organizational skills, with the ability to manage multiple events and tasks simultaneously.
- Excellent communication skills, both written and verbal, with a client-centered approach.
- Proficiency in Microsoft Office Suite and familiarity with CRM platforms.
- Experience with basic AV setup and troubleshooting, or willingness to learn.