Events & Venue Rentals Coordinator

Events & Venue Rentals Coordinator

Full-Time Permanent

Reports To: Executive Director

Salary range: $45,000-$50,000 annually

Position Summary

Station Gallery is seeking an organized, customer-focused, and highly motivated Events & Venue Rentals Coordinator to support the delivery of gallery events, venue rentals, visitor services, and administrative operations.

This position serves as a key point of contact for visitors, renters, artists, sponsors, vendors, and community partners. The successful candidate will play an important role in ensuring exceptional customer service while supporting revenue-generating activities, events, and day-to-day operations.

Responsibilities

Venue Rentals

• Serve as the primary contact for venue rental inquiries.
• Conduct venue tours and respond to client questions.
• Prepare rental contracts, quotes, invoices, and booking documentation.
• Coordinate rental logistics with clients, staff, and vendors.
• Maintain rental records and booking calendars.

Events & Community Engagement

• Support the planning and delivery of gallery events, fundraisers, and community programs.
• Coordinate event logistics, registrations, volunteers, vendors, and supplies.
• Assist with event setup, execution, and post-event follow-up.
• Attend and support evening and weekend events as required.

Visitor Services & Administration

• Provide professional front-line customer service in person, by phone, and by email.
• Assist visitors, members, artists, program participants, and community partners.
• Support admissions, memberships, registrations, and gift shop sales.
• Prepare contracts, correspondence, reports, and administrative documentation.
• Maintain databases, records, and filing systems.

Qualifications

• Post-secondary education in event management, business administration, arts administration, hospitality, tourism, communications, or a related field.
• Minimum two years of experience in customer service, administration, event coordination, venue rentals, or a related role.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and deadlines.
• Strong customer service and relationship-building skills.
• Proficiency with Microsoft Office and database systems.

Assets

• Experience working in an arts, culture, nonprofit, tourism, hospitality, recreation, or event environment.
• Experience preparing contracts, quotes, or rental agreements.
• Experience with ticketing, registration, or booking systems.

Compensation & Schedule

• Full-time permanent position.
• Salary range: $45,000-$50,000 annually, commensurate with experience and qualifications.
• Occasional evening and weekend availability required.

Equity & Accessibility Statement

Station Gallery is committed to equity, diversity, and inclusion in our workplace. We strongly encourage applications from candidates who identify as Indigenous, Black, racialized, 2SLGBTQQIA+, and/or disabled. We are also committed to providing accommodations throughout the hiring process. If you require assistance, please contact Natasha Downes, Executive Director natasha.downes@stationgallery.ca

About Station Gallery

Station Gallery is a cultural hub in Whitby, Ontario, presenting exhibitions, classes, and public programs that inspire and connect people through art. Each year, thousands of visitors and participants engage with contemporary and historical art in our galleries and studios, contributing to a vibrant and inclusive community.

How to Apply

Please submit the following in a single PDF to natasha.downes@stationgallery.ca with the subject line “Events & Venue Rentals Coordinator – (your name)”:

• Cover letter (max. 2 pages) outlining your interest in the position
• CV or résumé highlighting relevant experience
• Names and contact information for two professional references

We thank all applicants for their interest. Only those selected for an interview will be contacted.