Events Assistant

2 weeks ago

Oakville, Canada Town of Oakville Full time

**Job Details**:
Temporary Full Time (CUPE 1329T)

**Duration**:
7 months

**Reason for vacancy**:
Seasonal

**Posting Status**:
Open to all current Town of Oakville employees and external applicants

**Closing Date**:
Applications for this position must be received at oakville.ca by no later than 11:59 pm on **April 12, 2024.**

Reporting to the Senior Manager, Cultural Services and working in collaboration with the Special Events Coordinator and other town staff, the Events Assistant will be responsible for the facilitation of community events, and the development, planning, coordination and execution of projects and special events in the town’s Recreation and Culture department.

This role will require a consistent amount of evening and weekend work.

**Responsibilities**:
**Community Event Support**
- Undertaking support responsibilities related to the oversight and administrative support of community events in Oakville.
- Creating and maintaining client files, responding to inquiries, and providing front-line customer service to community event organizers.
- Taking an active role as a Town Liaison onsite at community events, including supervising event site set-up, execution and removal to ensure that town requirements and regulations are observed.
- Coordinate post event evaluation of events including debrief meetings and the development of post-event reports.

**Event Planning and Execution**
- Provides support to Special Events Coordinator related to the coordination and execution of a selection of events planned through the Town of Oakville, including the Oakville Santa Claus Parade, Canada Day; as well as other events as they arise.
- Coordinates resources, materials and staff from various town departments to support events.
- Joining event committees and contribute to idea development, sponsorship solicitation, vendor management, entertainment planning, community relations and various administrative and onsite event tasks and duties.
- Undertaking an active role onsite at events, including leading and assisting with site set-up, material transport, vendor arrival, volunteer management, customer service, problem-solving, site take-down and general event supervision.
- Soliciting vendors, entertainers, workshops, suppliers, etc., to support event logistics as required. Maintenance of databases, creation of agreements/contracts and payment processing.

**Administrative Support**
- Creation and maintenance of resources to support the Town of Oakville Special Event Service (i.e. web calendar updates, online Event Toolkit, templates, tracking sheets, etc.)
- Participate in the development of event promotional material, including seasonal brochures, posters, social media content, signage, etc. Create/review copy, and design.
- Creating and maintaining event plans, site maps, production schedules, vendor and activity tracking spreadsheets, volunteer management documents and other event-related documents and administration.
- Requesting and tracking insurance from third parties at Town
- and community-produced events.
- Assists with recruitment, selection and training of event volunteers, part time and summer students.
- Assists Special Events Coordinator in coordinating staff from various town departments to support events.
- Develop and maintain an inventory of assets related to events.
- Adhere to all policies and procedures.
- Performs other duties as assigned.

**Qualifications**:

- Successful completion of a degree or diploma in event management/coordination, project management, public relations or similar program.
- Demonstrated experience as an event coordinator with experience in event logistics, sponsorship development, marketing, volunteer coordination, and related best practices.
- A minimum of 2 years of related experience preferred.
- Ability to work independently and as a team member on assigned tasks and projects.
- Efficient and clear communication, interpersonal and conflict resolution skills.
- Ability to work unsupervised, in a leadership role, make informed decisions and balance multiple priorities while acting as a key point person in a busy event environment.
- Commitment to delivering high-quality customer service.
- Fluent with Microsoft Office Suite of products (Word, Excel, Power Point, Outlook)
- Working knowledge of Xplor Recreation and Sharepoint software would be considered an asset.
- Willingness and ability to work shifts, evenings, weekends and holidays as required.
- Industry certifications in event management (CSEP, CMP) preferred.
- Must possess a valid Ontario Class "G" Driver's License and have access to a vehicle for use to attend various events sites.

**DATED**: March 25, 2024

**We thank all applicants and advise that only those selected for an interview will be contacted.

  • Assistant, Events

    6 days ago

    Oakville, Canada Halton Healthcare Full time

    Job Description Reporting to the Associate Vice President, Events and Donor Experiences the Events Assistant will be responsible for supporting the foundations Events and Stewardship teams. The Events Assistant will actively participate in the planning, coordination, and execution of Oakville Hospital Foundation events and provide support to community...

  • Assistant, Events

    1 week ago

    Oakville, Canada Halton Healthcare Full time

    **Company Description** The Oakville Hospital Foundation’s mission is connecting generosity to world-class community healthcare at Oakville Trafalgar Memorial Hospital, a site of Halton Healthcare. Our vision is that by sparking the passion to give, we will transform the healthcare experience. Reporting to the Associate Vice President, Events and Donor...

  • Assistant, Events

    6 days ago

    Oakville, Canada Oakville Hospital Foundation Full time

    Job DescriptionReporting to the Associate Vice President, Events and Donor Experiences the Events Assistant will be responsible for supporting the foundations Events and Stewardship teams.  The Events Assistant will actively participate in the planning, coordination, and execution of Oakville Hospital Foundation events and provide support to community event...

  • Assistant, Events

    20 hours ago

    Oakville, Canada Oakville Hospital Foundation Full time

    Company Description The Oakville Hospital Foundation’s mission is connecting generosity to world-class community healthcare at Oakville Trafalgar Memorial Hospital, a site of Halton Healthcare. Our vision is that by sparking the passion to give, we will transform the healthcare experience. Job Description Reporting to the Associate Vice President,...

  • Assistant, Events

    3 days ago

    Oakville, Canada Halton Healthcare Full time

    Shift Schedule (Hours are subject to change based on operational needs): Day/Evening - 7.5 hour shiftsEmployment Status: Temporary Full-timeLength of temporary contract: Approx. 3 monthsCompany DescriptionThe Oakville Hospital Foundation’s mission is connecting generosity to world-class community healthcare at Oakville Trafalgar Memorial Hospital, a site...

  • Assistant, Events

    4 hours ago

    Oakville, Canada Oakville Hospital Foundation Full time

    Company Description The Oakville Hospital Foundation’s mission is connecting generosity to world-class community healthcare at Oakville Trafalgar Memorial Hospital, a site of Halton Healthcare. Our vision is that by sparking the passion to give, we will transform the healthcare experience. Job Description Reporting to the Associate Vice President,...

  • Assistant, Events

    5 days ago

    Oakville, Canada Halton Healthcare Full time

    Shift Schedule (Hours are subject to change based on operational needs): Day/Evening - 7.5 hour shiftsEmployment Status: Temporary Full-timeLength of temporary contract: Approx. 3 monthsCompany DescriptionThe Oakville Hospital Foundation’s mission is connecting generosity to world-class community healthcare at Oakville Trafalgar Memorial Hospital, a site...

  • Coordinator, Events

    4 days ago

    Oakville, Canada Appleby College Full time

    Appleby College currently has a challenging opportunity for a: **Coordinator, Events** **Full-time Contract** **June 2024- June 2025** **WELCOME TO APPLEBY** Founded in 1911, Appleby College is internationally recognized as one of the world’s leading independent schools. With 800 students from over 50 countries enrolled in Grades 7-12, every student at...

  • Coordinator, Events

    2 weeks ago

    Oakville, Ontario, Canada Appleby College Full time

    Appleby College currently has a challenging opportunity for a:Coordinator, EventsFull-time ContractJune 2024- June 2025WELCOME TO APPLEBYFounded in 1911, Appleby College is internationally recognized as one of the world's leading independent schools. With 800 students from over 50 countries enrolled in Grades 7-12, every student at Appleby has an opportunity...

  • Event Coordinator

    2 weeks ago

    Oakville, Canada Lions Foundation of Canada Dog Guides Full time

    Lions Foundation of Canada Dog Guides empowers Canadians living with disabilities to navigate their world with confidence and independence, by providing a Dog Guide at no cost and supporting them in their journey together. The school is unique in offering 7 different programs serving between 100-150 new clients annually and supporting over 900 active...

  • Event Coordinator

    4 weeks ago

    Oakville, Canada The Bowtail Full time

    Education: College/CEGEP - Experience: 1 year to less than 2 years **Tasks**: - Promote conference and meeting services or special events - Inspect and select sites - Prepare, present and manage budgets - Administer revenues and expenditures and assist in preparing financial reports - Assist in budget preparation - Assist in site selection and attend to...

  • Sales & Event Coordinator

    2 months ago

    Oakville, Canada OE Banquet Hall & Conference Centre Full time

    **Job Profile**: The successful applicant will have excellent sales and marketing communications skills with an ability to generate positive recognition and growth for the OE Banquet Hall brand. The Sales & Event Coordinator will focus on developing innovative sales & marketing initiatives and facilitating increased event sales, all with an overarching goal...

  • Event Planner

    3 weeks ago

    Oakville, Canada Odoo Cafe Full time

    Work Term: Permanent - Work Language: English - Hours: 35 hours per week - Education: Bachelor's degree - Experience: 5 years or more **Work setting**: - Willing to relocate **Tasks**: - Develop risk management plans - Promote conference and meeting services or special events - Inspect and select sites - Develop marketing and communication plans - Develop...

  • Events Specialist

    3 weeks ago

    Oakville, Canada Geotab Full time

    Who we are: Geotab ® is a global leader in IoT and connected transportation and certified “Great Place to Work.” We are a company of diverse and talented individuals who work together to help businesses grow and succeed, and increase the safety and sustainability of our communities. Geotab is advancing security, connecting commercial vehicles to the...

  • Event Captain

    1 week ago

    Oakville, Canada Parlatos Catering Full time

    **Company Overview**: **Capitan Job Description**: - Managing the setup of events - Running the floor and coordinating the food and drink service by liaising with the kitchen and service staff - Monitoring the inventory of supplies, equipment, and furniture - Tending to guests' requests, questions, and complaints. - Welcoming guests upon their arrival and...

  • Event Captain

    2 weeks ago

    Oakville, Canada Parlatos Catering Full time

    **VERY IMPORTANT : PLEASE DO NOT APPLY IF YOU HAVE NOT EXPERIENCE IN THIS ROLE.** **Company Overview**: **Capitan Job Description**: - Managing the setup of events - Running the floor and coordinating the food and drink service by liaising with the kitchen and service staff - Monitoring the inventory of supplies, equipment, and furniture - Tending to...

  • Events Summer Student

    1 month ago

    Oakville, Canada Town of Oakville Full time

    Job Responsibilities : The Events Summer Student will gain practical experience and knowledge relating to the development, planning, coordination and execution of projects, programs and special events in the town’s Recreation and Culture department. Event Planning and Execution Reporting to the Special Events Coordinator and working in collaboration...

  • Events Summer Student

    4 weeks ago

    Oakville, Canada Town of Oakville Full time

    Job Responsibilities : The Events Summer Student will gain practical experience and knowledge relating to the development, planning, coordination and execution of projects, programs and special events in the town’s Recreation and Culture department. Event Planning and Execution Reporting to the Special Events Coordinator and working in collaboration...

  • Special Events Internship

    4 weeks ago

    Oakville, Canada Smilezone Foundation Full time

    The Smilezone Foundation is currently seeking a Special Events Intern for the 2023 September to December Semester. This is a hybrid work-from-home and in office position, based out of our Oakville location. This position is responsible for assisting the Special Events and Volunteer Coordinator with the organization and oversight of the Foundations Special...

  • Event Captain

    2 weeks ago

    Oakville, Ontario, Canada Parlatos Catering Full time

    Company Overview:Capitan Job Description: Managing the setup of events Running the floor and coordinating the food and drink service by liaising with the kitchen and service staff Monitoring the inventory of supplies, equipment, and furniture Tending to guests' requests, questions, and complaints. Welcoming guests upon their arrival and assisting them with...