Temporary Special Events Coordinator I

at  The Town of Whitby

EDUCATION

College Diploma

EXPERIENCE

3 years

DESCRIPTION

Our team is highly skilled, passionate about our community, and we care. Let’s grow together.

TEMPORARY SPECIAL EVENTS COORDINATOR I

(anticipated for a duration of up to 14 months)
Who We Are
In Whitby, we are dedicated to our work, our community, and each other. We work hard, we have fun, and we celebrate our successes.
The Town of Whitby is a community in transformation that is located in the heart of Durham Region in the eastern Greater Toronto Area. Whitby is the second-largest municipality in the region and one of the fastest-growing communities in Canada. Located on Lake Ontario and only an hour east of Toronto, the population of Whitby is expected to grow from approximately 140,000 to almost 200,000 by 2031. Whitby’s Official Plan has been updated to establish new directions for Whitby’s planned growth and development; the protection of our natural and built environments; urban design intensification; sustainability; community improvement; and, new employment within this time frame.
The Town of Whitby combines a small town atmosphere with the sophistication and amenities of a larger urban centre. Whitby boasts two beautiful heritage downtowns, one of the finest recreational harbours with an award-winning marina, year round sports and recreation activities, parks, trails, and a robust arts and culture scene, all of which are part of the extraordinary amenities that Whitby residents enjoy every day.
Whitby has an exciting and aspiring future, with a community that is welcoming, growing and transforming. On our team, you can expect to make a difference through your work and have a direct impact on shaping our growing community. Creating an inclusive environment where employees experience job satisfaction and have rewarding careers is important to us. We live our values and foster a culture of collaboration, accountability, respect and engagement where people enjoy coming to work.
We want to be the preferred employer for the most talented people who care about the Town of Whitby, and are excited and proud to serve our vibrant community.
Let’s grow together.
What You Will Get To Do
The successful candidate will have a positive impact on our corporate culture by demonstrating the Town’s CARE core values (Collaborative, Accountable, Respectful, Engaged) through daily interactions with individuals at all levels of the organization, external contacts and elected officials.
By effectively building positive rapport and relationships both internally and externally, the successful candidate will help us achieve our mission that together we deliver services that make a difference in our community.

Reporting to the Manager Events, Culture and Tourism, the Special Events Coordinator I will be responsible for, but not limited to:

• coordinating the development and delivery of special events and programming including corporate (staff), Town-led (public), media-related, volunteer and special projects and initiatives, as directed;
• supporting and implementing special events permitting as required;
• communicating with stakeholders, including local business partners, sponsors, vendors and local community organizations;
• ensuring the timely delivery of events, the effective delivery of event strategies and evaluation of special events;
• responsible for implementing and executing the Special Event Volunteer program;
• supporting the coordination of event inventory, sourcing and purchasing new/replacement event assets, contracting new event entertainment, equipment and vendors in support of new programming;
• responsible for webpage updates and social media related to events and webform development;
• providing event-related advice and recommendations to communications partners and partnering on integrated activities and initiatives; and
• other duties as assigned.

Who You Are
Our Creative Communities team is looking for an enthusiastic, solutions-oriented team player who takes initiative and thrives on a high performing team. You are self-motivated, self-starting and utilize a proactive approach to work.
You value partnerships. Your excellent communication and interpersonal skills coupled with your experience enables you to skilfully build, establish and maintain positive working relationships. You demonstrate tact, diplomacy and sound discretion when working with staff, vendors, volunteers, and the public. You understand organizational and political sensitivities and priorities and act accordingly.
A high volume of work does not intimidate you. As far as you’re concerned, anything worth doing is worth doing right, every single time. You use organizational skills and abilities to plan, initiate, organize and prioritize your work, and to deal effectively with multiple projects/demands, conflicting priorities, pressures and deadlines. You evaluate situations, recognize potential - and potential issues – then do your research and make recommendations based on the consideration of multiple variables and perspectives.
What You Bring To Our Team

As the successful applicant, you must possess:

• University Degree or a College Diploma in Special Event Management/Planning, Project Management, or related discipline;
• a minimum of three years related experience with special events management, including coordinating the development and delivery of events, programming and projects and working with volunteers;
• familiarity and/or use of volunteer CRM software (i.e. Better Impact or other) preferred;
• a valid, unrestricted Class “G” driver’s licence maintained in good standing with access to a personal reliable vehicle.

What We Offer You

• $53,472 - $66,867 per annum (Band F)

We are an Equal Opportunity Employer
At the Town of Whitby, our values guide everything that we do. We celebrate our differences, which is why we are committed to building an inclusive and barrier-free environment for our team. If you need a specific accommodation during the recruitment process, please let us know, and we will be happy to provide. Any information received relating to accommodation will be addressed confidentially.
Acknowledgement will only be forwarded to those applicants who are invited for an interview.
Personal information provided is collected under the authority of The Municipal Act, 2001 and the Municipal Freedom of Information and Protection of Privacy Act.
Union Affiliation: CUPE Full-Time
Hours: Monday to Friday 8:30 a.m. to 4:30 p.m.
Work Location: Whitby, ON

• coordinating the development and delivery of special events and programming including corporate (staff), Town-led (public), media-related, volunteer and special projects and initiatives, as directed;
• supporting and implementing special events permitting as required;
• communicating with stakeholders, including local business partners, sponsors, vendors and local community organizations;
• ensuring the timely delivery of events, the effective delivery of event strategies and evaluation of special events;
• responsible for implementing and executing the Special Event Volunteer program;
• supporting the coordination of event inventory, sourcing and purchasing new/replacement event assets, contracting new event entertainment, equipment and vendors in support of new programming;
• responsible for webpage updates and social media related to events and webform development;
• providing event-related advice and recommendations to communications partners and partnering on integrated activities and initiatives; and
• other duties as assigned