Events & Meetings Specialist

Be the Spark! Join our passionate Central YMCA team and help us to achieve great things in our community!

The Community Events Department is responsible for ensuring that room bookings and events for internal and external clients are successfully complete. The Events and Meetings Specialist supports the coordination and delivery of room bookings and events for internal and external clients, contributing to both revenue generation and client satisfaction. The role provides end-to-end coordination support, balancing planning, scheduling, and hands-on event execution to ensure smooth operations.

In this role, you will: 

• Contribute to the development and updating of marketing materials, promotional items, and website content, including virtual tours and pricing updates.
• Design and execute client surveys to gather feedback on room rentals and use insights to enhance services.
• Participate in external meetings with associations such as the Yonge Business Association to represent the organization and its interests.
• Manage the booking process from confirmation to deposit collection in accordance with established procedures, and collaborate with colleagues to meet sales targets.
• Coordinate the scheduling of room rentals to ensure organized and efficient use of spaces.
• Oversee the purchasing and maintenance of audio-visual equipment and furniture for new and existing rental spaces.
• Serve as the first point of contact for clients seeking information on event spaces, provide tours, and share detailed cost and resource information.
• Provide technical assistance for audio-visual and remote meeting setups to ensure seamless event experiences.
• Provide administrative support by maintaining accounts receivable processes, processing payments, tracking deposits, entering client data, and preparing sales contracts.
• Support building operations by learning and using the BAS system in the absence of the Director.
• Prepare event spaces for use, including setting up tables, chairs, and equipment, and liaise with maintenance staff to ensure rooms meet client specifications.
• Perform other duties as assigned.

You bring: 

• Minimum two to three years’ experience in event coordination, customer service, sales, or a related field.
• Previous experience collecting outstanding payments is an asset.
• General facility maintenance and cleaning experience is an asset.
• Working knowledge of sound mixers, sound systems, and audio/visual equipment is preferred.
• Working knowledge of ACTIVENET, a computer-based booking system, is preferred.
• Demonstrated organizational skills.
• Well-developed interpersonal and relationship-building skills, with the ability to establish rapport and communicate effectively with members, staff, and volunteers, including strong written communication skills.
• Ability to perform physically demanding work, including continuous movement and labour-intensive activities such as lifting and moving furniture and appliances up to 44 lbs.
• Flexibility to work assigned hours, including days, evenings, and weekends.
• Commitment to diversity, equity, inclusion and building a sense of belonging.

 What you need to succeed:

• Commitment to the YMCA’s Mission, Vision and Values
• A commitment to uphold strong safeguarding practices that protect the safety, well-being, and inclusion of children and youth.
• YMCA Competencies: Accountable, Relationship-Builder, Improvement-Orientated, Team Player & Leader, Equity and Wellbeing Promoter

Why work for the YMCA?

The YMCA of Greater Toronto is a charity that ignites the potential in people, helping them grow, lead, and give back to their communities. We are committed to helping our employees reach their full potential and are recognized as a great place to work. We offer meaningful jobs and the opportunity to make a difference in the lives of individuals and the health of our communities. See what you can expect from the YMCA here.

Joining the Y means contributing to over 165 years of providing opportunities for people to shine through programs and services like health and fitness, licensed child care, camps, employment and immigrant services, education and training, and services for youth, families, and seniors. Learn more in our 2020–2025 strategic plan, Ignite the Light, which outlines how we are focused on boosting well-being and promoting equity across the Greater Toronto Area.

The YMCA of Greater Toronto is committed to Diversity, Equity, Inclusion and Belonging. We strive to remove barriers to employment and recognize that diverse staff who reflect the communities we work in enrich the experiences of our participants and our team. As an equal opportunity employer, we invite applications from all qualified candidates including racialized people/people of colour, Indigenous Peoples, disabled people/people with disabilities and members of 2SLGBTQIA+ communities.

If we can make the recruitment process more accessible for you, please let us know when we reach out about a job opportunity so we can work with you to accommodate your needs.

In keeping with our commitment to safety and child protection, job offers are contingent on the successful completion of a Police Records Check. Within the first four months and every three years thereafter, a Vulnerable Police Records Check is required. Learn more about these checks here.

If you are hired, prior to your start date and as a condition of your employment, you will be required to provide proof that you are fully vaccinated against COVID-19 or have a valid medical or other Human Rights Code-related exemption.

The YMCA only considers applicants who are legally entitled to work in Canada. We thank all applicants for their interest, however, due to the volume of applications we receive, we can only contact candidates who are selected for an interview.

Check out the next steps in our recruitment process and see what others are saying about working at the YMCA.