Reporting through the Cultural Services Section of the Recreation and Culture Division, this position supports event project management in areas such as administration, marketing, programming, logistics, and operations. You will play a key role in assisting the Event Coordinators with the planning and delivery of a robust portfolio of events, both City and Community.
Your role will also be to support the execution of other select events as requested and will require you to attend those events outside of normal business hours as assigned.
Your passion for the event industry, paired with your creativity and understanding of emerging event trends will equip you with the skills required to keep pace and succeed in this fast-paced and dynamic environment.
This role requires a dedicated, customer-service oriented individual who is organized, excels in a team environment, takes direction well, has superb administrative skills and is ready to contribute to a growing Section within the Division.
Key Duties and Responsibilities
- Provides administrative assistance to staff within the Cultural Services Section in the planning and delivery of events led by the City.
Will directly lead in areas of event project management including administration, logistics and operations including, but not limited to :
Creating and updating event day documentation such as emergency contact lists, sign in / out sheets, load in / out schedules and photography checklistsSourcing and securing contractors and suppliers to deliver various services required for events such as screen providers, light tower rentals and fence rentalsWill provide assistance in other areas of event management including, but not limited to :
Database management such as updating, monitoring, summarizing, and tracking informationDrafting and circulating eblasts, updating website content, and posting event-related information on external online mediumsScheduling, preparing and taking minutes during meetings; research and benchmarkingFinancial tracking; processing of event permits; updating resource manuals; toolkits; formsPreparing event documents; info / orientation packages; contact lists; equipment listsVolunteer management; risk management; transportation & safety; waste managementOverseeing equipment / supplies inventory and storage including maintenance and replenishmentInputting survey information and developing statistical reports specific to community feedbackWill serve as the primary contact for external applications that are submitted for consideration specific to vendor / exhibitor and entertainer applicationsProvides assistance with event set up, execution and tear downAssists with the implementation of emergency protocols as requiredWork effectively with all event attendees, vendors / entertainers / suppliers, volunteers and staffEducation and Experience
Diploma in Recreation, Events, Arts, Culture, or Heritage Administration or equivalentRequired Skills / Knowledge
Knowledge of Municipal Event PlanningCPR and First Aid certifiedExperience working with SharePointExperience working with databasesExperience working with events, arts and cultural community organizationsExperience working with social media accounts, specifically Facebook, Instagram and XDemonstrated communication and customer service skillsDemonstrated ability to work independently in a fast-paced environmentResponsible, creative and organized individualDemonstrates good judgment and makes sound decisionsShows commitment to personal growth, development, and leadership opportunitiesShares new ideas and challenges the status quoProven written and verbal communication skills with the ability to communicate with honesty, openness, respect, and trustTakes initiative to participate in a culture of learning, mentoring, and sharingContributes to building and being a part of a positive cultureDemonstrate the City’s corporate values of service, collaboration, care and courageClass G Drivers License with use of a vehicle (Mileage Compensated)Satisfactory Police Vulnerable Sector check upon hiringDemonstrates personal leadershipBuilds people and cultureCultivates open communicationShapes the futureNavigates and leads through complexity and changeWe thank all candidates for their interest, however, only those under consideration will be contacted.
TheCityof Richmond Hill is committed to inclusive, barrier-free recruitment and selection processes. If contacted to participate in the recruitment and selection process, please advise Human Resources if you require an accommodation.
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