Cast Coordinator (Fixed Term)

1 Month ago • 3 Years + • Administrative

Job Summary

Job Description

The Cast Coordinator at Disney Cruise Line Entertainment in Toronto is responsible for coordinating performer arrivals, departures, housing, and correspondence. This includes managing travel requirements (visas, passports), monitoring emails for updates, and communicating information to various teams (production, creative, shipboard). The role involves partnering with recruiting, travel, and safety teams, coordinating performer travel, maintaining a performer photo library, and providing administrative support (pay process, housing, transportation, injury reporting). Additional responsibilities include conducting welcome meetings, managing communication groups, overseeing training courses, handling confidential information, and improving systems. The position requires strong communication, organizational, and problem-solving skills, and the ability to work in a fast-paced environment.
Must have:
  • 3+ years experience in a similar role
  • Post-secondary education in administration or related field
  • Strong communication and organizational skills
  • Proficiency in Microsoft Office Suite
  • Ability to handle multiple priorities
  • Experience with performer travel coordination
Good to have:
  • Understanding of the Performing Arts or Cruise Industry
  • Experience with SAP

Job Details

Job Summary:

Disney Cruise Line (DCL), a division of The Walt Disney Company, operates a six-ship fleet of premium class cruise liners and is the industry leader in family vacations at sea. DCL Entertainment (Toronto) is a subsidiary of The Walt Disney Company Canada and serves as the rehearsal headquarters for DCL’s award-winning theatrical productions. Within a state-of-the-art entertainment rehearsal facility, DCL’s production teams pride themselves on creating memorable family entertainment that is both enchanting and magical – delighting the young and young at heart with legendary Disney storytelling.

Based in Toronto, Ontario, Canada and reporting to the Company Manager, the Cast Coordinator works closely with production supervisors, character managers, performers and creative teams on the administrative and operational needs of the business as well as with recruiting partners and production representatives and travel arrangers who are located in the US.

Responsibilities:

  • Coordinate Performer arrivals, departures, housing as well as correspondence.
  • Understanding of current travel requirements including Visas, Passports and border crossings.
  • Constant monitoring of email for updates relating to cast contract dates, vendor needs, operational changes and take action accordingly.
  • Flag and communicate important updates to core production/creative teams, and shipboard/technical teams in a clear, concise and timely manner. 
  • Partner with recruiting, travel, safety and entertainment operations in Orlando and aboard ships.
  • Coordinate travel for performers including returning crew letters for non-US cast
  • Team travel assistance including IRGS booking and troubleshoot for creative and production teams including visiting project teams.
  • Maintain performer photo library and disseminate for production teams.
  • Administrative support in relation to: performer pay process; Toronto cast housing; local and remote ground transportation; injury reporting and processing.
  • Facility familiarization, prepare and present welcome meetings for arriving cast members.
  • Create and maintain WhatsApp communication group for immediate cast advisory requirements.
  • Conduct and lead meetings with performers delivering key information, expectations and sensitive information where required.
  • Oversight, tracking and execution of required company training courses such as Traditions, facility safety and Human Resources compliance.
  • Costume fittings return travel and Personal Safety Training arrangements for DCL certificate verification.
  • Responsible, respectful and confidential handling of company and performer information.
  • Continuous improvement to develop and implement smart systems to advance the goals of the business.
  • Maintain accurate and up to date cast housing and travel records including IRGS blocks and BGA requirements.
  • Maintains and updates swipe keys and facility access cards for cast, core team and visitors.
  • Safety Management System (SMS) – Responsible for upholding the general safety management responsibilities in the SMS within the areas under their control.
  • Special projects, assignments and duties as required.

Qualifications:

  • 3+ years’ experience working in similar role or capacity.
  • Post-Secondary education in administration, events management, or arts management.
  • Understanding of the Performing Arts and or Cruise Industry considered an asset.
  • Ability to assess and manage competing and changing priorities in a fast-paced environment.
  • Strong communication, organizational, administrative and problem-solving skills.
  • A solution seeker with the ability to troubleshoot and thrive under pressure.
  • Enjoys being part of an exciting, busy team.  
  • Understands information flow and potential impacts.
  • Full computer literacy - PowerPoint, Excel, Smartsheet, Microsoft applications etc. Experience with SAP is an asset.
  • Able to work with a flexible and fluid production schedule including weekends and long days during busy periods. 

Our Company proudly provides equal employment opportunity for all employees and applicants.  We welcome and encourage applications from persons with disabilities.  Accommodations are available upon request for candidates taking part in any aspect of the selection process.

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About The Company

From classic animated features and exhilarating theme park attractions to cutting edge sports coverage, and the hottest shows on television, The Walt Disney Company has been making magic since 1923, creating unforgettable stories that connect with audiences around the world. And we’re just getting started!

The key to our success…. The Cast, Crew, Imagineers and Employees who honor Disney’s rich legacy by stretching the bounds of imagination to create the never-before-seen, bringing unparalleled entertainment experiences to people of all ages. Begin a career that delivers unparalleled creative content and experiences to audiences around the world and just imagine the stories you could be part of…

What is #LifeAtDisney like? It’s a series of magical moments with cast members and employees developing and telling our stories in the most innovative ways. Whether it’s a day spent as a Disney VoluntEAR, or celebrating the release of a new interactive experience, retail product or movie, our days are filled with the knowledge that we are creating entertainment experiences the whole family can enjoy. Follow @DisneyCareers on Facebook, Twitter and Instagram for a peek behind-the-curtain, and discover how you could connect to a world of stories with Disney!

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