Equestrian Coach & Event Coordinator

Queen Margaret's School is currently accepting applications from qualified candidates for an Equestrian Coach and Event Coordinator. This position is anticipated to be full-time and is eligible for the School's benefits program.

Applicants interested in joining Queen Margaret's School community must embrace the ethos of an independent school education, the capacity to develop positive relationships with all community members, and the desire to contribute to a collaborative learning community.

Candidates must have a minimum Equestrian Canada Instructor of Beginners (IOB) certification. Salary will be based on Equestrian Canada Certification level and experience.

Responsibilities

Equestrian Coach:

Student Programming

• As directed, implement the development goals, objectives and lesson plans for all assigned riders
• Assist in preparation, organization, and delivery of lesson program & riding

Stakeholder Relations

• Understand the link between the School's commitments to community members and other stakeholders and own role in supporting those commitments
• Mentor and oversee interns and Support Staff
• Maintain a positive communication with students, parents, community members, and equestrian staff
• Liaise with parents and students with regards to progress and upcoming events, as advised by Head Coaches and/or the Director of Equestrian

Risk Management

• Be familiar with the location of, educate staff on, and comply with the contents of the QMS Operational Policy & Procedures Manual, QMS Employee Handbook and QMS Equestrian Employee Handbook
• Ensure students and equestrian interns under your direct supervision are aware of all known or reasonably foreseeable health and safety hazards
• Ensure that the appropriate personal protective equipment and clothing are worn when required
• Utilize operational policies and procedures as needed to ensure the safety and security of all students, staff, volunteers, visitors, and equestrian athletes
• Provide feedback to the Head Coach - School on any and all concerns regarding student programming & horse care.
• Maintain vigilance on horses' health, tack & equipment and inform Head Coach - School or Director of Equestrian of any concerns.
• Ensure that horses are adequately prepared for lessons, including but not limited to, appropriate tack, awareness of external factors affecting the horse, appropriate horse/student pairings, and appropriate horse workload before, during and in between

Records Management

• Track lessons, horse care and horse use in cooperation with the Equestrian Office Administrator
• Track student progress, as directed by the Head Coach - School
• Identify opportunities and recommend improvements to enhance current Equestrian Program offerings for students and equestrian athletes

Facilities Maintenance

• Assist in all aspects of day-to-day care of the school horses such as grooming and special treatments
• Assist in the upkeep and maintenance of facilities and equipment

Responsibilities

Equestrian Event Coordinator:

Administrative Support & Records Management

Provide direct administrative support to the Director of Equestrian, Head Coach - Competition and Head Coach - School including, but not limited to:

• Manage sponsors for on campus horse shows in collaboration with the Director of Equestrian and Community Relations Manager
• Develop budget for on campus competitions and clinics in collaboration with the Director of Equestrian
• Overview and review of off-site IEA finances in collaboration with Director of Equestrian and QMS Finance Department
• Coordinate on campus competition programs in collaboration with the Head Coach - Competition and Head Coach -
• Develop and coordinate spring and summer camps, clinics and special programming including (but not limited to) staffing, content/activities, and marketing
• Based on annual Equestrian Programming Guide; organize and coordinate clinicians, judges, and guest speakers, including contracts, payments, accommodation, and travel
• Manage permission forms and billings for workshops and clinics with the Director of Equestrian
• Coordinate lodging, meals & snacks for on-site clinicians and horseshow staff, including off-site dinner
• Source, supply, and coordinate ribbons for on-site shows
• Create, manage on-site contracts for incoming workshops and clinicians

Additional Duties

• Plan, organize, coordinate, and direct special events
• Act as event liaison between the client and vendors, donors, contractors & clinicians,
• Generate all correspondences to students and/or parents, including proposal letters, participation estimates, and thank-you letters
• Develop event concepts and assist with the creation of promotional materials
• Support coordination of social media platform marketing

• Maintain records on event activities, progress, status, and post event summary
• Attend event to oversee activities and ensure details are handled as planned
• Address any issue that may arise and will remain on site after the event is over to ensure proper clean up
• Work with and give guidance to volunteers and staff involved in event planning and execution
• Monitor delivery of goods and services to ensure contracts, both internal and external, to facilitate event coordination
• Develop and control budgets on a program or event basis
• Negotiate financial terms and authorize expenditures with oversight from the Director of Equestrian
• Determine staffing needs for special events and authorize or secure additional staff as required

Stakeholder Relations

• Serve as the initial "face" of the Equestrian office with relation to equestrian events

• Greet visitors, direct, and facilitate students, parents, and staff enquiries
• Provide a high standard of customer service
• Maintain a high level of communication with students, community riders, and equestrian staff
• Respond to a wide variety of calls, concerns and/or complaints and determine appropriate course of action, referral, or response

Risk Management

• Be familiar with industry regulations as relates to hosting and/or participating in events and ensure QMS staff & student compliance
• Ensure that the appropriate personal protective equipment and clothing are worn when required
• Maintain vigilance on the Shirley Burr Equestrian Centre facilities and inform Director of Equestrian or Barn Manager of any concerns
• Demonstrate an understanding of the role, rights and responsibilities for own health and safety, and that of other

Qualifications

• Equestrian Canada coaching certification (minimum IOB Coach designation)
• Minimum 5 years' experience riding, training, and competing Hunter/Jumper horses
• Knowledge of best practice instructional methodologies
• Highly effective communication skills, both verbal and written
• Strong organizational and communication skills
• Strong collaboration and teamwork skills

This posting will remain open until a suitable candidate is found. All candidates must be willing to undergo a Criminal Record Check initiated by Queen Margaret's School.