Events Administrator

6 months ago

Markham, Canada City of Markham Full time

The City of Markham is proud to be recognized for the 3rd consecutive year as one of Canada’s Best Employers, and ranked in the top three for Government Services by Forbes and Statista Inc The City of Markham is a dynamic and change-oriented leader that stands out from other Canadian municipalities. The recipient of multiple environmental awards, we are recognized for our innovative sustainability and urban planning initiatives as much as for our fiscal accountability. More than 353,000 residents call Markham home and benefit from our rich heritage, culturally diverse environment, vibrant local economy and focus on quality of life.

**Length of contract is expected to be approximately 18 months.**

**Job Summary**

Reporting to the Supervisor, Community & Corporate Events, the Event Administrator provides support to internal and external customers in the development, organization, evaluation and logístical coordination of events. These events include: City-planned events and Third-party/Community-planned events; including festivals, press conferences, park openings, runs, and signature celebrations.

**KEY DUTIES AND RESPONSIBILITIES**

**Administration**:

- Keep excellent management of all event working files
- Event coordination will require working knowledge of relevant event requirements, permits etc

**Support**:

- Applications and procedures will be revised for relevance and development of existing and/or future events. This is completed in consultation and receipt of recommendation(s) from legal and risk management.
- Receive quotes from vendors for Corporate and City Events and upon approval secure order/service.
- Complete billing checklist and submit to Supervisor for 3rd party invoicing and GL transfer for City/Internal events (as applicable).

**Client Relationships**:
**Logistics**:

- Ensure that event logistics are in place prior to the event (per the schedule). This includes but not limited to: Insurance, Roads and Parks Operations, Asset Management (Security and Janitorial).
- Knowledge of regulatory requirements, City rules and regulations, and industry best practices applicable to event planning.
- Refer clients to external organizations such as ESA, TSSA, York Region Public Health etc. for their event requirements and compliance in support of a safe and successful event.

**Creative**:

- Provide input to the decor and entertainment for event activities/proposals.
- Coordinate event entertainment, décor, catering, programming and activities

**Execution of Events**:

- Assist in the set-up, event management and strike for Corporate and City events.
- Exercise good judgement, flexibility, creativity, initiative and sensitivity in response to changing situations, and needs.
- Other duties as assigned.

**QUALIFICATIONS**
- College/University Diploma preferably in event management or related discipline.
- Minimum 5 years’ experience in event related roles.
- Demonstrate strong customer service skills and attitude.
- Excellent communication and interpersonal skills.
- Ability to understand and respond in a timely and effective manner to customers using problem solving skills, tact and diplomacy.
- Openness and adaptable to change.
- Strong telephone etiquette and effective listening skills.
- Ability to work with cross-functional groups.
- Ability to prioritize and coordinate multiple tasks and assignments.
- Strong team approach and participation.

**CORE BEHAVIOURS**
- ** Service Excellence**:Meets or exceeds service standards when interacting with customers in the community and in the organization.
- ** Change & Innovation**: Responds positively and professionally to change and helps others through change.
- ** Teamwork & Relationship Building**: Interacts with others in an inclusive, collaborative and respectful way that creates effective working relationships.
- ** Communication**: Communicates in a clear, professional and respectful way; demonstrates active listening.
- ** Accountable & Results Oriented**: Demonstrates ethical behaviour and accountability, aligns with City values, and abides by relevant policies and legislation.
- ** Management & Leadership**:Demonstrates self-management, professionalism and engagement; leads by example.

The City of Markham is committed to inclusive, accessible, and barrier free employment practices and to creating a workplace that reflects and supports the diversity of the community we serve. Please let us know if you require an accommodation and we will work with you to ensure a barrier free hiring process.

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