Festival Management Assistant (Canada Soccer House)

Tailor Your Resume for this Job

JOB DESCRIPTION

JOB TITLE: Festival Management Assistant (Canada Soccer House)

REVISION DATE: April 2026

REPORTS TO: Beverage & Event Services Coordinator; Venue Services Manager

PRIMARY DUTIES: On-site Event Coordination; Bar Program

STATUS: Contract, Full-Time

As a valued team member of the QNU team, the role of Festival Management Assistant reports directly to the Beverage & Event Services Coordinator with oversight from the Venue Services Manager. The primary objective of the role is to support the Beverage & Event Services Coordinator on all aspects of planning, coordination, and logistics of the Festival Bar Program for Canada Soccer House.

1. CORE COMPETENCIES, CHARACTERISTICS AND QUALIFICATIONS

The Festival Management Assistant possesses and demonstrates the following experience and/or capabilities:

GENERAL

- 2 years of proven experience in bar supervision, including inventory management, ordering, cost control, scheduling and staffing.

- Demonstrated leadership with strong decision‑making, strategic planning, and process improvement skills, complemented by outstanding customer service, communication, and a focus on quality and profitability.

- Highly detail oriented, exceptional organizational skills and able to handle multiple priorities.

- Adaptability, with ability to adjust expectations, priorities and goals to meet company direction.

- Must be able to work evenings, weekends, and holidays.

- Demonstrate a passion for guest service and creating exceptional guest experiences.

- Demonstrates good judgement, common sense and quick thinking.

- Ability to read, write, and speak fluent English.

- Ability to read and interpret documents such as financial and other reports and procedure manuals. Ability to write routine reports and correspondence.

- Ability to take direction, offer direction and to work in a team environment.

- Demonstrated personal integrity with an innate desire to work in an ethical manner.

- Strong working knowledge of MS Office365.

- Ability to follow corporate processes and reporting structure at all times.

- Ability to lift at least 25 lbs.

- First Aid is an asset.

EXPERIENCE

- Must have all valid certificates needed to operate a bar, including but not limited to, Serving It Right

- Ability to handle all guest interactions with friendly, professional hospitality, while effectively resolving complaints through timely problem‑solving and de‑escalation techniques.

- Ability to accurately estimate labor and beverage costs.

- Familiarity with local laws and regulations related to the sale and service of alcohol.

- Proven ability to grow the business, increase sales all while improving the guest experience.

- Proven ability to examine, re-engineer and implement new strategies.

- Goal and results oriented with ability to execute plans and manage change.

2. POSITION RESPONSIBILITIES AND ACCOUNTABILITIES

The following outlines the roles and responsibilities of the Festival Management Assistant, as it relates to the Festival Program:

a. Beverage Services

- Assist with all aspects of the beverage services program including scheduling payroll, inventory management ordering, and cost control.

- Secondary event lead for Festival bar programs, including commons bars and all VIP areas.

- Assist Festival staff with POS system, main contact for POS when on site.

- Responsible for correctly carrying out set up, and or tear down, of all required festival set ups.

- Accurately coordinate the receipt book in compliance with Liquor Laws.

- Carry out the ordering and maintenance of all liquor related inventory and supplies.

- Carry out accurate end-of-day closeout procedures including but not limited to inventory consolidation.

- Monitor cleanliness and hygiene of bar displays.

- Ensures compliance with cash management and stock control procedures, including the monitoring and ordering of supplies.

- Ensures deliveries are checked in correctly and documentation is correct.

b. Administrative & Office Support

- Maintain and update operational trackers and spreadsheets (e.g., staffing schedules, inventory counts, order logs, incident/maintenance logs), ensuring accuracy and version control.

- Compile and format weekly and event-specific reports (e.g., labour, beverage sales, inventory variances, POS summaries, receipts/cash reconciliations) and submit within established timelines.

- Create simple reporting dashboards and summaries using MS Excel/Google Sheets functions (filters, pivot tables, charts) to support operational decision-making.

- Coordinate calendars for internal teams and key partners: schedule meetings, confirm attendance, book rooms/virtual links, and distribute agendas and post-meeting action items.

- Manage shared inboxes and event communications: triage inquiries, draft professional responses, track follow-ups, and escalate urgent issues to the appropriate lead.

- Prepare and maintain administrative documents (contact lists, call sheets, run-of-show updates, vendor files) and ensure documents are filed according to QNU standards.

- Support invoice/receipt administration as directed, including collecting documentation, organizing back-up, and assisting with basic reconciliation and audit readiness.

c. Brand Ambassador

- At all times represent QNU brands professionally, in a manner directed through all communication and interaction.

Compensation:

$28.00 per hour

Bonus:

Up to $2,000 bonus available, to be assessed at the end of the contract based on the success of the festival and employee performance.

Pay: $28.00 per hour

Work Location: In person