- Company Name
- Town of Whitby
- Job Title
- Senior Special Events Coordinator
- Job Description
-
Job title: Senior Special Events Coordinator
Role Summary:
Planned, coordinated, and evaluated all town‑led, corporate, volunteer, and special events to support strategic community goals. Oversaw logistics, permits, vendor contracts, risk management, and post‑event reporting, ensuring events ran on time, within budget, and met quality standards.
Expectations:
- Embed municipal core values (collaborative, accountable, respectful, engaged) in daily interactions.
- Build and maintain relationships with internal stakeholders, elected officials, local businesses, sponsors, vendors, and community groups.
- Drive continuous improvement of service delivery, participant experience, and operational efficiency.
Key Responsibilities:
- Develop and execute event strategy, site plans, logistics, security, transportation, and emergency mitigation.
- Manage permits, contracts, vendor negotiations, scheduling, equipment rentals, and post‑event evaluation reports.
- Coordinate police, road closures, safety, and emergency plans for events.
- Serve as primary contact for town committees, farmer’s market, and special projects.
- Support third‑party event permit process and act as alternate lead when manager unavailable.
- Administer sponsor agreements, deliverables, and partnership communications.
- Lead volunteer program: orientation, training, scheduling, and on‑site oversight.
- Source, purchase, and inventory event assets, entertainment, and equipment.
- Assist with social media and promotional activities for signature events.
Required Skills:
- Proven event planning and project management experience.
- Vendor and contract negotiation expertise.
- Strong logistics coordination and risk‑management ability.
- Excellent stakeholder engagement and communication skills.
- Team leadership and staff coordination.
- Volunteer program management.
- Proficiency in event reporting and performance evaluation.
Required Education & Certifications:
- Bachelor’s degree in Event Management, Hospitality, Business Administration, or related field (or equivalent experience).
- Professional certification in event management (e.g., CMP, CSEP) preferred.