Project Manager, The Promise of Music

About this position

The Promise of Music: The First World Congress on the Social Impact of Music

The Glenn Gould Foundation (“GGF”) is a Canadian charitable organization based in Toronto that honours Glenn Gould’s spirit and legacy by promoting creativity and helping to transform lives through the power of music and the arts.

The Promise of Music – First World Congress on the Social Impact of Music  (“POM”) is a multilevel global music initiative produced by GGF. This event will highlight international programs that use music as a catalyst for social change, focusing on youth, community development, and urgent social issues. The festival will feature orchestras, ensembles, and solo performances in venues across Toronto, alongside symposia, workshops, keynote addresses from leading thought-leaders, celebrity guests, a science forum on the effects of music education, and special sessions for policymakers. With a focus on critical issues such as mental health, gender equality, environmental trauma, and rehabilitation in the criminal justice system, the festival aims to explore how music can foster positive change and unite diverse communities.

Scope of Work and Qualifications

Project management responsibilities include involvement in every element of the initiative and working across all internal and external teams. The PM should have 3-5 years background in project management, possessing skills in business, management, budgeting, logistics and analysis. The PM must be detail orientated, proactive and adept at multitasking.

The PM is a highly organized strategic thinker, an excellent communicator and skilled at getting the best out of the people and projects that she oversees. The PM thrives when planning projects and working with project teams in a collegial and respectful atmosphere, dealing with complexity, tight timelines, and ensuring that plans are executed optimally. PM’s responsibility is to ensure that all projects are delivered on-time, within scope and within budget.

Job Description Overview

The PM coordinates internal and external resources and/or vendors for the flawless execution of projects. The PM oversees and performs administrative functions concerned with a project.

This shall include communications, negotiation and logistics planning with POM delegations, speakers, guest artists, venues, events, partners, vendors and other relevant stakeholders; making appointments, doing site visits and preparing reports.

PM is responsible for communicating specifications and expectations to all areas of production. This involves coordination of multiple projects simultaneously and the ability to provide accurate and detailed instructions in both verbal and written form with clear, concise documentation.

Make contact with and engage organizations, educational programs, professional bodies and associations that may have interest in attending and participating in POM, including all the major Canadian community groups and partners (including, but not limited to, community music schools, faculties of education, early childhood development, psychology, social work, music therapy, schools, school boards, advocacy groups, unions, professional associations) 

Responsible for working in tandem with GGF legal advisors to ensure that all project participants, delegations, speakers, guest artists, etc., obtain visas for entry into Canada, prepare invitation letters and other such documentation as required, while ensuring maximally efficient use of legal professional services in order to limit the costs of the visa procurement process (i.e., wherever possible, do the work in-house)

In consultation with the CEO and other GGF personnel, PM will take the lead in sourcing service providers, equipment hires, transportation arrangements, etc., and will be involved with negotiation of terms for the provision of goods and services from vendors.

Responsibilities

• Comprehensive team communication
• Shared project schedules and department compliance with budgets and workplans
• Planning and execution support for all departments
• Identifying and managing suppliers and vendors
• Monitoring of KPIs and projected outcomes
• Administrative and Operational support to all GGF departments

1. Creation and maintenance of shared project documents including workback schedules, POM public and internal schedules, budgets, workflows, meeting agenda and anything else directed by the CEO and GGF team
2. Organize and schedule meetings, take minutes and ensure follow up
3. Develop and monitor vendor and supplier relationships as required, within scope and budget parameters presented by the GGF team
4. Develop a detailed project plan to track progress across all elements of the Promise of Music, and ensure effective communication to all team members and stakeholders
5. Report to the GGF team and CEO on any cash flow issues and concerns
6. Develop KPI to monitor interim and final performance
7. Perform risk analysis and management to minimize project risks including safety and security concerns, compliance with relevant laws and regulations, and avoidance of cost overruns
8. Maintain and regularly update master project budget and track expenses against the many budget departments.  Upload expenses for approval and flag any resulting issues
9. Provide oversight as instructed by the GGF of POM components, including production, travel and accommodation, venues and special needs for artists
10. Support the GGF CEO in any way required, including administrative and operational duties, including workflow, as needed
11. Support the GGF Director of Development and GGF Director of Production and Operations as needed
12. Assist the Design and Promotional departments as directed
13. Any additional duties as may be necessary for the successful planning and execution of POM.