Box Office & Sponsor Services Coordinator

Term: 10-week term Commencing on or about April 21 until June 27, 2025 

Deadline for applications: Applications accepted until Thursday, April 10 at 5pm CST. We will begin reviewing applications immediately upon receipt. We encourage early applications.

Compensation: $18/hour

This position may be supported by a Canada Summer Jobs program. When applying, please indicate if you meet the following criteria:

• Be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act for the duration of the employment; and, 

• Have a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations.

  *International students are not eligible. Recent immigrants are eligible if they are Canadian Citizens or permanent residents. 

About the role:

Jazz Winnipeg is seeking a Box Office and Sponsor Services Coordinator for an 10-week term. Reporting to the Executive Director and working closely with the Director of Programming and Marketing and Communications Manager, the Box Office and Sponsor Services Coordinator will be responsible for assisting in the execution and production of  the TD Winnipeg International Jazz Festival and Jazz Winnipeg’s summer events.

The role is to be part of the festival production team responsible for pre-event preparation, working at live events, and post-event wrap-up. This is primarily an office administrative position, but may require physical work as well. This will include working with a large and varied group of dedicated individuals, including sponsors and volunteers, administrative tasks, scheduling, logistics and assisting on the organization and set-up/tear-down on site at events.

The primary goals for this position are:

1. Be the lead staff person responsible for box office sales and sponsor services coordination including acting as a liaison for performers and visiting VIPs.

2. Maintaining office operations including dealing with customer, sponsor, volunteer, and artist enquiries (by phone, email, or in person). 

3. Managing office functions including systems management, database management, and customer relations as well as administrative duties as required.

Responsibilities include (but are not limited to):

BOX OFFICE ADMINISTRATION

• Set-up and coordination of the Festival Box Office system and inventory (using SHOWPASS)

• Coordinate accreditation process for artists, volunteers, sponsors and pass holders

• Coordinate the venue box offices and oversee sales during the festival

• Coordinate and fulfill online, phone and in-person orders and tallying daily Box Office reports

• Provide daily reports during the festival period from May 5 to June 30

• Updating the Jazz Winnipeg box office plan following the festival

SPONSOR & GUEST SERVICES

• Manage complementary accreditation/passes  and paid tickets in terms of cross checking lists and providing to sponsors & guests

• Update the guest requirements to ensure a smooth transition to volunteer hospitality team.

• Ensure all details are entered in Jazz Winnipeg’s festival management system

• Confirm travel, accommodation and accreditation details for all VIP guests in conjunction with Director of Programming and Production Manager.

• Support hospitality requests from sponsors

• Liaise with accommodation and hospitality partners as required to ensure appropriate recognition and service

• Coordinate the Guest Service/Hospitality volunteers as required

• Follow up with all guests and sponsors by email/mail post festival as directed

OFFICE MANAGEMENT & ADMINISTRATIVE DUTIES

• Adhere to staff procedures as defined in the Company's Policies and Procedures

• Keep accurate and easily accessible records of all work in order to ensure organizational continuity

• Perform administrative duties and research as required

• Attend and provides updates at weekly staff meetings

• Submit weekly status reports and timesheets

• Attend a Festival post mortem meeting 

• Assist with completing Final Festival Report by July 5, 2025

• Ensure completion of position report by July 5, 2025 based on guidelines provided

• Other duties as required

FESTIVAL PRODUCTION SUPPORT

• Assisting with festival set-up and tear-down

• Volunteer and Venue management support during the festival

We are looking for an individual who:

• Is well-organized, highly personable, a critical thinker and excellent communicator

• Has experience in box office management, guest or customer services

• Has a keen eye for detail

• Has an ability and willingness to work long hours during the TD Winnipeg International Jazz Festival, held June 17-22, 2025

The Box Office & Sponsor Services Coordinator is a front-line representative of the Festival and will have the opportunity to establish relationships with the community and help broaden the reach of our activities.

To apply, please submit your resumé and cover letter explaining why you are interested and right for the role via this link. No telephone or email inquiries please.

Deadline for applications: 5pm CST on Thursday, April 10, 2025
Compensation: $18/hour based on 35 hours per week in the lead up to the festival.
Must be available extended hours during the festival from June 17-22, 2025.