CITIZENS FIRST THROUGH SERVICE EXCELLENCE

We have an exciting Temporary Full-Time, Non-Unionized opportunity in the Recreation Services Department for an experienced and motivated individual.

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

J0825-0150

The City of Vaughan is an equal opportunity employer serving one of the fastest-growing municipalities in Canada, we are an organization committed to diversity and inclusivity, providing a thriving work environment, excellent benefits, learning and growth opportunities and a place where collaboration and teamwork are fostered.

Position Overview

Reporting to the Recreation Supervisor, Events, the Recreation Lead is responsible for the oversight and delivery of assigned City of Vaughan events and, day-to-day event operations. Participates in developing and implementing policies, procedures, and strategies for assigned City events and related sponsorships. Identifies and develops marketing opportunities to promote such events; identifies and coordinates sponsorship opportunities in support of departmental initiatives. Develops and coordinates event agendas, programs, speaking notes and special presentations. Coordinates event communications/marketing materials, develops sponsorship proposals, and coordinates promotion of corporate and media sponsors. Implements City event protocol and policies. Monitors allocated budget and coordinates community outreach programs including volunteer development, focus groups and surveys.

Monitors staff performance and provides ongoing coaching, addresses and takes action on staff performance issues that includes assisting with disciplinary measures. Ensures divisional and corporate service standards as well as health and safety procedures are followed and maintained in compliance with the Occupational Health and Safety Act Regulations, AODA and Employment Standards Act. and related legislation.

Responsibilities

Event Coordination (Technical Duties):

• 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

• 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.

People Leadership:

• 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.

Effective Service Delivery/Interactions with Others:

• 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.

• Leads assigned strategic events and projects.

• Compiles, updates, and maintains statistics, data and media impressions relating to events and prepares post-event reports.

• 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.

Business Planning and Financial Management:

• 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.

• 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.

Qualifications and Experience

• 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.

If you are an energetic person who is interested in bringing your knowledge and passion to the City of Vaughan, please visit our website to apply online by September 12, 2025.

We thank all applicants for their interest; however, only those selected for an interview will be contacted. Please be advised, the City of Vaughan uses email to communicate with applicants for open job competitions.

The City of Vaughan is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. The City of Vaughan is also committed to providing accommodations for people with disabilities. If you require an accommodation, we will work with you to meet your needs.