Grounded in photography, The Polygon Gallery creates space to challenge how we see the world. It is committed to a culture that is curious, bold, and generous. Operating for over forty-five years, the organization has produced over 300 exhibitions and numerous publications, earning a reputation as an adventurous public art institution.

The Polygon Gallery invites applicants for the part-time position of Event Coordinator. Reporting to the Venue Rentals Manager, the Event Coordinator will be an important member of the Venue Rentals team, assisting with both the coordination and execution of internal and external events at the Gallery.

This position at the Gallery is a 32 hour per week role that requires flexible hours, physical lifting, and excellent organisational and communication skills. The successful applicant will have a minimum of 2 years of experience in the field of event management, venue rentals or catering.

Responsibilities include:

Administration Duties 

• Conducting site visits with new clients
• Answering email or telephone inquiries from potential clients
• Scheduling the event liaisons to work each event
• Maintaining and updating the contact data base
• Photo management and Instagram Posts
• Entering event details info into Reserve Interactive Software
• Assisting in the planning for internal and external events while keeping in mind all gallery venue policies
• Communicating with clients, event planners and vendors in a professional manner
• Other administrative tasks as required

Event Execution Duties 

• Coordinating the set up & strike of event spaces according to floorplans
• Protecting guests and the gallery by ensuring all Polygon Gallery event guidelines and policies are followed
• Ensuring client expectations are met or exceeded and assisting them when possible during the event execution
• Filling out the appropriate information in the Event Log following each event and following the Event Checklist as provided by the Venue Rentals Manager

Qualifications

Good writing skills and attention to detail are essential. Experience working in a cultural environment and knowledge of the visual arts will be considered an asset, but is not required. The ability to prioritize and effectively manage time will be integral to the role, as the successful applicant will work on multiple events simultaneously.

Job Particulars

The Event Coordinator will earn $40,000-$45,000 a year for this part-time position of 32 hours a week.

The Polygon provides sufficient accommodations in work arrangements to ensure that employees are able to accomplish their work while maintaining healthy lives with personal obligations and passions outside of their careers. We encourage applications from candidates with a broad range of backgrounds, including age, race, ethnicity, indigeneity, gender identity or expression, sexual orientation, class, and ability.

Application Process

To apply, please send a resume and cover letter to Sarah Roa Watson, Venue Rentals Manager at hiring@thepolygon.ca.

Applications will be reviewed as they are received.

Deadline to apply is January 7th.

Banner Image: Alison Boulier