Community and Events Coordinator

About the Role: This position is the primary contact for all third-party special events on City property, intaking requests, reviewing applications and required documentation in accordance with the City’s standards. They are responsible for the direct delivery of City-led events, working collaboratively with community groups, volunteers, City departments, partners and regulatory agencies to ensure well-planned, safe and successful events. City-led events may include Volunteer Recognition Night, Canada Day, Summer Concerts Series, Pumpkinville, Let It Glow, New Year’s Eve Family Celebration and other assigned initiatives. What You'll be Doing: Community Event Liaison Serve as the primary intake coordinator for third-party special events requested on City property. Review event applications, site plans, permits and insurance documentation to ensure compliance with City event requirements, in consultation with internal and external partners. Liaise with internal departments and external agencies with respect to licensing (NRPS, Public Health, Fire Services, AGCO and TSSA etc.) Support third-party event organizers through the municipal approval processes and with the applicable City policies and by-laws. Coordinate meetings, site visits and follow-ups with internal and external partners. Process Fee Reduction Task Force applications and related documentation. Address public inquiries, concerns and event-related matters in a timely and professional manner. Event Planning and Delivery Coordinate and execute City-led special events and festivals. Organize event logistics including site plans, traffic control, vendors, entertainment, staffing and volunteers, rentals and sponsorship activations. Coordinate operational and risk management plans to ensure public safety and event success. Procure and organize suppliers, contractors and service providers in accordance with City policies. Assist with marketing, promotions, sponsorships and community partnerships. Monitor event operations and respond to operational challenges during events. Administration Supports budgeting and research for event planning, drafts council reports, processes invoices for payment, cash handling and bank deposits. Monitor event budgets, revenues and expenditures. Maintain event records, agreements and operational documentation. Update City websites, internal communications and social media channels to support event promotion and public interest. Utilize software for event management and facility coordination. Special Events Advisory Team (SEAT) Support SEAT application review and event coordination processes. Assist the Community and Events team with event delivery and operational support. Act as a designate for the Community and Events Supervisor for SEAT when required. What's Required: Completion of a three (3) year College Diploma in Event Management, Recreation, Community Development, Public Relations, Marketing or a related field. Two (2) years' recent work experience in an event management position, preferably within a municipality. Working knowledge of legislation, regulations and approved requirements related to special events, including municipal by-laws, liability insurance, health and safety, Public Health, Fire, AGCO, TSSA/ESA, NRPS, road closures and building permit requirements. Experience with negotiating service agreements with event suppliers, event vendors, fee for service agreements, etc. Proven customer service and conflict resolution skills with the ability to address difficult situations and identify solutions when dealing with business owners, government officials, and other stakeholders. Risk Management for both City led and for community led event safety. Basic skill level with accounting and budget administration. Strong leadership skills for staff, volunteers and community. Ability to lift and carry up to 40+ lbs. (setting up events, moving supplies). Proficiency with Microsoft Office Suite software, recreation/booking software and digital platforms used for event coordination and promotion. Valid Ontario Driver’s license, Class “G” with a clean driving record. Current Standard First Aid, CPR “C” and AED certification. Available to work a flexible schedule including occasional evenings, weekends, holidays and City events. Demonstrated commitment to enhancing a safety culture and a culture of continuous improvement.

Acts as the primary contact for third-party special events on City property and manages the direct delivery of City-led festivals and initiatives. Responsibilities include coordinating logistics, ensuring safety compliance, and managing administrative tasks such as budgeting and reporting.

Requires a three-year college diploma in Event Management or a related field and at least two years of recent experience in event management, preferably in a municipal setting. Candidates must possess a valid Ontario Driver's license, First Aid/CPR certification, and the ability to lift 40+ lbs.

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Event Management
• Community Liaison
• Risk Management
• Budget Administration
• Stakeholder Management
• Conflict Resolution
• Public Relations
• Logistics Coordination
• Vendor Negotiation
• Regulatory Compliance
• Marketing
• Microsoft Office Suite

• Government & Public Sector
• Sports & Recreation
• Management & Leadership
• Marketing
• Administrative

Formation minimale

Diplôme collégial

Expérience minimale

2+ ans

Langue de l’offre

anglais

Heures de travail

40 heures par semaine