Job Opportunity: Event Specialist

This position has been filled.

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 Gallery now invites applicants for the part-time position of Event Specialist. Reporting to the Venue Rentals Manager, the Event Specialist 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 3-day role that requires flexible hours and evening work, physical lifting, and event coordination skills. The successful applicant will have a minimum of 3 years of experience in the field of catering or event management. Responsibilities include:

Administration Duties 

  • Conducting site visits with new clients
  • Answering email and telephone inquiries from potential clients
  • Assisting in the planning of internal and external events
  • Communicating with clients, caterers, event planners, and vendors in a professional manner
  • Maintaining and updating the department’s database of contacts
  • Assisting in photo management and Social Media
  • Entering event details info into Interactive Software
  • Updating third-party venue listings, award nominations, and marketing materials
  • Other administrative tasks as required

Event Execution Duties 

  • Ensuring the safety of event guests and protecting the Gallery by ensuring all Polygon Gallery event guidelines and policies are followed
  • Setting up & striking all event spaces with appropriate furniture according to floorplans provided
  • Preparation, including light cleaning, of event spaces prior to events
  • Ensuring client expectations are met or exceeded and assisting them 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.

The desire to contribute to a small office environment, which requires being proactive and willing to wear many hats.

Job Particulars

The Event Specialist will work 3 days a week, and will earn $32,000 per year.

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

This position has been filled.

Banner Image: Ema Peters