Event Coordinator, Special Events

The City of Markham is proud to be recognized for the 4^th consecutive year as one of Canada's Best Employers by Forbes and Statista Inc. In 2024, the City of Markham is ranked the top city in Ontario and in the top 10 for Government Services. The recipient of multiple environmental awards, we are recognized for our innovative sustainability and urban planning initiatives as well as our fiscal accountability. More than 357,000 residents call Markham home and benefit from our rich heritage, culturally diverse environment, vibrant local economy and focus on quality of life.

Applications are now being received for the above position in the Economic Growth, Culture & Entrepreneurship Department within the Development Services Commission. To apply, please submit your resume and cover letter online by January 27, 2025.

Join us and make a lasting difference!

JOB SUMMARY

The Event Coordinator is responsible for the planning of a selection of City Events, and leading the facilitation of Third-party Events on municipal property or in receipt of city support, in accordance with the City's special events process. The Event Coordinator represents the corporation's primary contact for details and logistics related to events within their portfolio, and acts as the primary liaison to all clients, suppliers, and stakeholders involved in the events they are planning and/or facilitating. The Event Coordinator is responsible for coordinating the collaboration of event organizer(s) with internal and external event support staff and leading interdepartmental workgroups to ensure optimal delivery/execution of both City and Third-party events.

KEY DUTIES AND RESPONSIBILITIES

• Responsible for the planning of a selection of City Events, including taking a lead position on the coordination of Signature City events (Canada Day, Children's Festival, Santa Claus Parade).
• Coordinating event entertainment, logistics (rentals, suppliers, vendors, parking, transportation, etc.), volunteer coordination/management, event regulatory compliance, permits/approvals, etc.
• Developing and maintaining the accuracy of event documents (site maps, critical paths, productions schedules, run sheets, etc.).
• Leading event-specific team meetings, including the preparation of agendas/minutes and the tracking and completion of deliverables by interdepartmental contacts.
• Coordinating with Corporate Communications colleagues to facilitate the production of relevant event communications, promotions and media requirements.
• Coordinating with internal and external event support staff and departments to communicate and ensure the execution of all event-related operational requirements.
• Acts as the corporation's primary contact for details and logistics related to events on municipal property or receiving city support. Responsible for coordinating the collaboration of Third-party event organizer(s) with internal and external event support staff.
• Facilitating the City's special event permitting process; receiving, reviewing, and making recommendations on event applications.
• Coordinating/facilitating all necessary City logistics and operations associated with Third-party events.
• Leading interdepartmental workgroups and site visits to ensure municipal compliance by Third-party events in accordance with City rules, regulations, bylaws, etc.
• Proactively avoids, identifies, negotiates, mitigates and solves client, event and team-related risks, problems, conflicts, and challenges.
• Acts in the City's lead contact onsite at events to ensure the effective and professional delivery of City and Third-party events as required.
• Contributes to the development and enhancement of event team processes, guidelines, practices policies, tools and templates.
• Maintains professional relationships with all internal and external event stakeholders; executes appropriate and timely project administration including task follow-up, emails, phone calls, etc.
• Responsible for providing accurate and timely event information to internal and external stakeholders including: Markham Contact Centre, Enforcement Services, York Region, etc.

REQUIRED SKILLS & COMPETENCIES

• College/University degree or diploma in Event Management, Community Engagement, Project Management or a related field.
• Minimum of 5 years of related work experience leading and delivering community events.
• Thorough understanding of municipal requirements related to planning and facilitating community events; experience permitting events on municipal property preferred.
• Thorough understanding of event management principles, best practices and processes.
• Flexible and adaptable to last minute-changes, short deadlines and competing priorities.
• Thorough knowledge of correct grammar and vocabulary to support strong oral and written communication.
• Ability to speak to stakeholders at all levels of the organization and external community (Council, ELT, event organizers, interdepartmental event support staff, sponsors, suppliers, etc.)
• Strong interpersonal leadership and team-facilitation skills
• Excellent communication, customer service and interpersonal skills
• Ability to work flexible hours - evenings, weekends, statutory holidays.
• Ability to work outside in various weather conditions for extended periods.
• Valid G driver's license is considered an asset.

CORE BEHAVIOURS

• Service Excellence: Meets or exceeds service standards when interacting with customers in the community and in the organization.
• Change & Innovation: Responds positively and professionally to change and helps others through change.
• Teamwork & Relationship Building: Interacts with others in an inclusive, collaborative and respectful way that creates effective working relationships.
• Communication: Communicates in a clear, professional and respectful way; demonstrates active listening.
• Accountable & Results Oriented: Demonstrates ethical behaviour and accountability, aligns with City values, and abides by relevant policies and legislation.
• Management & Leadership: Demonstrates self-management, professionalism and engagement; leads by example.

The City of Markham is committed to inclusive, accessible and barrier free employment practices and to creating a workplace that reflects and supports the diversity of the community we serve. Please let us know if you require an accommodation and we will work with you to ensure a barrier free hiring process.

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