Virginia Gallop
Fergus,ON
Summary
Office Management and Administration Professional experienced optimizing productivity, and efficiency while providing gracious reception and superior customer service across various environments. Highly dependable, ethical and reliable support specialist and leader who works effectively with cross-functional teams in ensuring operational and service excellence. Passionate creative, committed to enhancing and beautifying office, gift shop, and surrounding environments to increase revenues through diverse marketing and promotional opportunities.
Overview
25
25
years of professional experience
Work History
Event Coordinator
Beach United Church
01.2023 - 11.2023
- First line of contact for all inquiries relevant to facility and room rentals to members of the public, user groups, staff and board of directors regarding former, upcoming and current events.
- Managed approximately 20-30 incoming calls, emails, drop-ins, facility tours daily.
- Managed event logistics and operations, administration of repeat and single rentals and events including outside of regular office hours as required.
- Created database software with IT professional to statistically analyze and track visits, facility space usage, revenue, accounts receivable/payable, rental contracts, permits, insurance, and all revisions up to and including day-of event, as well as client follow-up.
- Secured deposits, outstanding balances, updated financial status of Rentals to GM and Treasurer.
- Handled ongoing inquiries and correspondence with renters and event coordinators.
- Trained staff and renters with facility AV equipment and inventory.
- Worked collaboratively with Property Manager and directed support staff to ensure seamless event execution and positive outcomes.
- Ensured prompt and professional responses to all inquiries; managed set-ups, tear-downs, and prompt re-sets between and during events.
- Received consistent positive feedback as a result of establishing positive relationships with clients, ensuring their needs were met throughout the event planning process, and in the rare event of crisis, managed situations promptly, minimizing negative impact on event outcomes and resulting client satisfaction.
Executive Director
Cabbagetown Business Improvement Area
07.2021 - 09.2022
- First line of contact to 30-50 emails, calls, drop-ins, media requests daily.
- Managed all aspects of administration & finance, operations, communications, marketing and promotions, and staffing.
- Worked closely with board of directors to guide operational strategy.
- Oversaw annual budget of over $300k including complex budget creation, financial management, ensuring fiscal responsibility and long-term sustainability for the organization.
- Managed one large, ten-week long project ($300k budget), and several smaller projects and events simultaneously.
- Facilitated virtual AGMs and prepared and presented year's accomplishments' slide deck; managed all programs, events, projects, and activities.
- Researched and proposed grant and funding opportunities, successfully obtaining funding and support as required.
- Oversaw social media, website, business listings, and BIA directory.
- Attended community, municipal, development, stakeholder, emergency services meetings and consultations.
- Reorganized BIA office; recruited, hired, and oversaw staff.
- Coordinated all aspects of BIA swag shop including stock selection, inventory, ordering, display, POS and seasonal and event related marketing and promotions.
Executive Director
Symphony In The Barn
11.2020 - 09.2021
- Oversaw virtual and in-person classical music festival implementation, managing complex logistics, upwards of six concert professionals, and a team of approximately 20 volunteers over a three day festival period with lead-up of over ten months.
- Researched and collaborated on over six funding applications successfully gaining funding and in-kind support.
- Produced fundraising concert engaging professional musicians, AV professionals, volunteers, donated venue successfully raising several thousand dollars through social media marketing and promotion.
- Implemented Constant Contact, social media, and direct marketing to expand donor, patron, and attendee communications with trackable positive results.
- Collaborated with co-artistic directors daily and weekly in lead-up to festival event.
- Initiated promotional film series engaging professional film maker who donated time and expertise voluntarily.
- Oversaw day-to-day operations of organization and engaged volunteer board members to apply expertise in the areas of web design, film production, marketing, promotion and donor engagement.
- Managed budget analysis, oversaw financial management, ensuring fiscal responsibility and long-term sustainability for the organization.
- Initiated brand refresh; utilized marketing tools such as WholeNote magazine to broaden reach of festival well beyond current catchment area and to major arts appreciative communities such as in GTA.
Executive Director
St. James Town Community Arts
07.2018 - 06.2021
- Improved and expanded operational organization and functionality.
- Improved working relationships amongst teaching staff forming positive collaborative artistic and educational outomes.
- Tripled student membership and increased community visibility.
- Re-aligned Board of Directors by specifying and delegating specific tasks.
- Engaged management professionals in areas such as strategic planning, fundraising, data analysis, grant writing, brand refresh.
- Re-tooled music education programming for online and in-person delivery.
- Pivoted fundraising events to virtual format as necessary.
- Recruited, oriented, and managed teaching staff of 12 - 15.
- Evaluated teaching practices, provided teaching mentorship, filled in as occasional piano teacher.
Administrative Manager
Mississauga Festival Youth Choir
11.2017 - 07.2020
- Assisted Artistic Director in weekly operations.
- Analyzed strategic plan, board re-alignment, branding, marketing, rehearsal and concert venue, membership growth, and audience development.
- Managed registrations, weekly rehearsals and seasonal concert production.
- Handled marketing, venue, and artistic contractual arrangements.
- Managed media relations and website, social media, e-newsletter via Constant Contact.
- Applied for and successfully received yearly Municipal grants.
- Streamlined online donating; initiated and oversaw brand refresh; recruited, oriented, and managed teaching staff;
- Analyzed teaching practices, improved format and instituted weekly additions and improvements.
- Sourced alternative free church space, relocated all files, music library, choir archives from private cost prohibitive facility thereby saving the organization funds and forging positive outreach and community engagement.
Associate General Manager
Pax Christi Chorale
01.2017 - 12.2017
- Assisted Artistic Director and General Manager daily throughout the performing season.
- Facilitated programming, weekly rehearsals, and seasonal concert production.
- Handled marketing, venue acquisition, 50-100 artistic and venue related contractual arrangements per concert.
- Managed media relations.
- Engaged and communitcated with choir membership of 100.
- Co-chaired search for new Artistic Director.
- Facilitated strategic planning, organizational development, outreach, expansion, marketing, and membership.
- Utilized marketing tools to expand membership, audience, donations, community engagement, industry collaborations.
- Created, edited and distributed monthly e-newsletter, ongoing marketing and promotion of upcoming events, donors' database, featured performers' bios and more, employing social media and Constant Contact.
Travel & Accommodations Coordinator
St. Simon the Apostle Anglican Church
07.2015 - 07.2016
- Organized two chancel choir trips to UK.
- Booked accommodations, travel, and registrations for 20-30 participants.
- Developed funding initiatives, collaborated in fundraising events.
- Facilitated flights and transportation arrangements.
- Created and monitored participant payment schedule.
- Assisted participants in UK.
- Participated as singer in church services.
- Collaborated with Choir Director and volunteers.
Special & Executive Assistant to Councillor John Parker
City of Toronto
03.2012 - 12.2014
- City of Toronto, Councillor's Office; prepared and reviewed 20-30 items of correspondence for the Councillor daily.
- Managed Toronto City Hall constituency office including but not limited to recruiting, training and overseeing 6-10 members of staff.
- Directed two multi-faceted year-long projects as well as simultaneously implementing 5-10 diverse projects.
- Collaborated on grant writing applications, successfully obtained desired funding.
- Designed and implemented three unique websites.
- Provided superior constituent response and service managing oftentimes sensitive subject matter; assisted in conflict resolution;
- Consulted routinely with senior business executives as well as with City Hall senior staff, other Councillors' staff, municipal, provincial and federal government officials.
- Supported the Councillor as TTC Commissioner and chair of the TTC Audit Committee.
- Created, edited and distributed Councillors' monthly e-newsletter employing Constant Contact and social media channels.
Event Management, Concert Production, Professional Musician
Self
01.1999 - 03.2012
- Taught private piano and singing lessons to over 100 students, adapting tuition to ages and skill levels.
- Conceived of and produced multiple concert programs and corresponding promotional materials, managed dozens of public music focused events.
- Developed funding and sponsorship initiatives, maintained donor database thereby increasing attendance at each subsequent event.
- Provided music programs for various organizations such as the Toronto District School Board.
- Served as Music Director for community choirs and community based youth organizations with a focus on underserved communities such as St. Jamestown, Toronto.
- Collaborated with fellow musicians to create harmonious ensemble performances, resulting in increased bookings and positive reviews.
- Promoted performances through targeted marketing campaigns using digital platforms and traditional media channels, driving higher ticket sales and increased visibility within the classical and jazz music community.
Education
Bachelor of Arts - English
University of Toronto
Toronto04.2003
Skills
- Attention to Detail
- Time & Document Management
- Office Administration
- Meeting planning
- Inbound phone call handling
- Calendar Management
- Proficient in Excel, Google Suite, Social Media, Constant Contact
- Special events planning
- Events logistics management
Other
- Royal Conservatory of Music: - Grade Ten Piano, Grade Three Harmony
- Ongoing Managerial, Entrepreneurial & Leadership courses
- Ryerson University/Royal Conservatory of Music: Advanced Cert. in Early Childhood Music Education
- TDSB: TESL, Canadian Securities Course, Investment Funds Institute of Canada
- SmartServe Certified
Hobbies
Sewing and gardening feed my passion to create. It is a joy to put these hobbies to use in our new century home in Fergus, ON.
Timeline
Event Coordinator
Beach United Church
01.2023 - 11.2023
Executive Director
Cabbagetown Business Improvement Area
07.2021 - 09.2022
Executive Director
Symphony In The Barn
11.2020 - 09.2021
Executive Director
St. James Town Community Arts
07.2018 - 06.2021
Administrative Manager
Mississauga Festival Youth Choir
11.2017 - 07.2020
Associate General Manager
Pax Christi Chorale
01.2017 - 12.2017
Travel & Accommodations Coordinator
St. Simon the Apostle Anglican Church
07.2015 - 07.2016
Special & Executive Assistant to Councillor John Parker
City of Toronto
03.2012 - 12.2014
Event Management, Concert Production, Professional Musician
Self
01.1999 - 03.2012
Bachelor of Arts - English
University of Toronto
Similar Profiles
Tracy OroszTracy Orosz
Deacon at Boynton Beach Community ChurchDeacon at Boynton Beach Community Church
Jeff DennisJeff Dennis
Church Music Director at Seacoast Grace Church Seal BeachChurch Music Director at Seacoast Grace Church Seal Beach
Treasure HallTreasure Hall
Custodian at Beach Cities Community ChurchCustodian at Beach Cities Community Church