Recreation Lead, Events (Contract up to 3-months)

• Coordinates assigned City events to meet the goals and objectives of the corporation. Events may include Winterfest, Canada Day, Concerts in the Park, Mayor's Gala, Mayor's Golf Classic, Volunteer Recognition, park openings, official openings, groundbreaking ceremonies, and cultural events
• Responsible for overseeing all set-ups and teardowns in conjunction with liaising and monitoring all associated activities during events
• Provides event-related services including planning and development, event marketing, (flyers, brochures, advertising, displays, signage, etc.), communications, site assessment, venue selection, researching and contracting service suppliers, technical and production coordination, permitting and operations/services, catering planning and implementation, event design, guest speaker and entertainment selection, and other logistics and scheduling support related to assigned City events
• Coordinates and develops event agendas, speaking notes, programs and special presentations for assigned City events and in accordance with City protocol and policies. Updates Events pages and related sponsorship pages on the Vaughan Online (VOL). Prepares associated event descriptions, news releases, media advisories, and other projects/tasks.

• Supervises assigned part-time staff and delivery of assigned recreation events, including recruitment and scheduling of staff, maintaining staff records and entering payroll.
• Provides ongoing coaching and training to staff.
• Exercises sound judgment to resolve matters which may be political and sensitive in nature.
• Conducts performance appraisals and administers disciplinary actions that are minor in nature. In consultation with the Supervisor, assists with disciplinary measures that are more serious in nature. Maintains documentation related to staff disciplinary and performance matters.
• Leads recruitment process for part-time staff, including screening and interviews and makes recommendations for employment. Facilitates onboarding for new hires including, but not limited to, orienting new staff, developing and administering training material, and issuing appropriate staff uniforms and equipment.
• Coordinates volunteers for assigned events including training, monitoring and recognition.
• Manages non-unionized staff under the governance and compliance of By-laws and Acts and other regulatory requirements, in additional to all required corporate policies and procedures.

• Liaises with staff, senior management, elected officials, the business community, and external agencies to provide, obtain or exchange information as necessary. Participates on committees with City officials when required for assigned City events.
• Liaises with community groups for local festivals, City events, and other related activities as required.
• Identifies and develops continuous improvement opportunities to enhance event delivery and customer service.
• Researches and compiles background information; records management processes and procedures; responds to and/or redirects inquiries/communications; and completes special projects and reports, as assigned.
• Leads assigned strategic events and projects.
• Compiles, updates, and maintains statistics, data and media impressions relating to events and prepares post-event reports.
• Responsible for the continuous monitoring of staff schedules and critical paths, while making recommendations for reallocation of staff and/or duties to ensure operational requirements are successfully executed.
• Investigates and provides solution-based responses to concerns and inquiries from internal and external stakeholders including elected officials.
• Develops and plans new events in keeping with corporate policies, procedures, and protocols.
• Administers and resolves customer service inquiries and concerns and escalates to the Recreation Supervisor as needed.

• Solicits corporate sponsors for assigned City events such as the Mayor's Gala, Mayor's Golf Classic, Vaughan Celebrates Program including other programs as required fostering positive relationships, partnerships, and involvement with the business community. Responsible for developing prospect lists, proposals, contacting potential sponsors, coordinating meetings, and confirming sponsorship involvement. Coordinates production and distribution of corporate and media sponsorship packages for assigned events.
• Develops and promotes incentives for corporate and media sponsors. Coordinates event marketing materials and promotion of corporate and media sponsors, in accordance with scheduled sponsorship benefits. Prepares and coordinates sponsorship contracts, agreements, invoicing, acknowledgement, and recognition (certificates, signage etc.). Generates sponsor correspondence and/or communications as required.
• Identifies and develops marketing opportunities as well as editing information and marketing materials designed to promote assigned City events and related sponsorship and awareness of programs in support of departmental initiatives to internal staff and external stakeholders, including the preparation and distribution of such materials.
• Requests permits, prepares services-in-kind and work order requests in accordance with City and departmental policies.
• Manages event costs and budget(s), inventory, and supplies, while maximizing available resources and administers allotted budget in accordance with City and departmental policies.
• Monitors operational budget, administers the budget, reviews, and controls monthly budgets; prepares Raisin reports, recommends new cost-saving opportunities for management's Consideration.
• Performs financial functions such as processing payables/receivables, invoices and, verifying office expenditures and processing of vendor fees, managing budgetary records, prepares reports and monitors budget and sponsorship levels on a regular basis.

• Performs other related tasks and projects as assigned, which are in accordance with job responsibilities or necessary department and corporate objectives.
• Responsible for ensuring compliance with the Ontario Health and Safety Act and Regulations and the Corporate Health & Safety policy and related procedures.
• Responsible for ensuring compliance with the Occupational Health and Safety Act and Regulations, AODA, and the corporate Occupational Health and Safety Policy and related procedures.

• Four (4) year University Degree in Event Management/Planning, Marketing & Communication, Public Relations, or suitable equivalent degree or equivalent experience.
• Minimum of four (4) years related experience preferably in a municipal or government environment and at least one (1) year supervising part-time event staff.
• Project Management Certificate (PMP) or equivalent considered an asset.
• Certified Special Event Planner (CSEP) or equivalent considered an asset.
• A high-energy team player capable of multi-tasking and coordinating several significant corporate initiatives successfully.
• Proven ability to work independently on a wide range of duties and job functions.
• Demonstrated leadership, supervisory, interpersonal, staff development skills; multi-tasking, demonstrated event and budget management skills.
• Demonstrated experience in organizing meetings, including preparation of agendas, taking minutes, documentation and circulation of minutes with attention to detail and accuracy.
• Knowledge of Microsoft Office applications (i.e. Word, Excel, PowerPoint, Excel, Project, etc.).
• Excellent communication skills, both oral and written including drafting correspondence, presentations, speaking notes and reports. Demonstrated ability to research and gather information.
• Effective time management, organizational and interpersonal skills with ability to set priorities and meet required deadlines with conflicting demands and changing priorities coupled with problem solving and analytical skills.
• Knowledge of, and demonstrated ability in, the City's core competencies and functional core competencies.
• Ability to deal effectively and courteously with internal staff, consultants, vendors, sponsors, the public, politicians, media, and other government agencies.
• A valid Ontario 'G' driver's license, in good standing, with access to a reliable vehicle for corporate use.

• Standard office environment.
• Required to work with difficult persons, able to deescalate and protect the safety and well-being of staff while delivering a professional and respectful event
• Attendance at City and Departmental events, as required. Weather conditions will vary throughout the year.
• Ability to work outside regular working hours (evenings and weekends), as required.
• Ability to work on-call as required.
• Ability to drive the corporate vehicle, as required.

City of Vaughan