Job Specifications
Our team is highly skilled, passionate about our community, and we care. Let’s grow together.
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 140,000 to more than 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.
The Town of Whitby is a hybrid organization. This means staff are empowered to do their best work from various locations, as appropriate for the position.
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 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 and Tourism, the Senior Special Events Coordinator will be responsible for, but not limited to:
Coordination of the development, delivery and evaluation of Town–led and supported events and programming, corporate (staff) events, volunteer and special projects and initiatives, as directed;
Responsible for planning, implementing and leading the Town’s events, including event logistics, site plans and set-up, permits, transportation, equipment rentals, contracting vendors, schedule management, directing staff and vendors and post-event evaluation reports;
Identify opportunities to improve service delivery, enhance participant experience, and optimize operational efficiency;
Ensures events align with the Town’s Event Strategy, Community Strategic Plan and service delivery goals;
Working with Ontario Provincial Police and Durham Regional Police Services Auxiliary Officers and Staff Sergeants to support Town events, create road closure mapping, security and transportation plans and emergency mitigation for pedestrian safety;
Responsible for coordinating actions related to the implementation of the Special Events Strategy;
Assess and prepare risk management and emergency plans for Special Events;
Act as the primary point of contact for Town-led committees participating in Town events and the Whitby Farmer’s Market;
Build relationships and communicate with stakeholders, including local business partners, sponsors, vendors and local community organizations;
Provide support to the Manager of the department with the Special Events Permit process and working with Third Party Event Organizers;
Act as the alternate lead on projects and primary point of contact for the team when the Manager is unavailable;
Work with Advertising and Sponsorship to coordinate and execute all sponsor deliverables as outlined in sponsorship agreements;
Assist in the delivery of the Special Event Volunteer program including orientation and training scheduling and overseeing volunteers at events;
Coordinate, administer and execute event inventory, sourcing and purchasing new/replacement event assets, contracting new event entertainment, equipment and vendors in support of new programming;
Support the social media and promotional aspects of Signature Events and p
About the Company
The Town of Whitby is a lakefront community that is home to more than 128,000 residents and more than 2,200 businesses. Whitby is the second largest municipality in the Regional Municipality of Durham and located in the heart of the region. The Town is committed to building a pedestrian-focused, cycling-oriented and age-friendly community, the revitalization of its two historic downtowns and maximizing its wonderful green spaces. The Town is committed to grow as a smart, urban community where talent and businesses can flouri...
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