Events Summer Student

2 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 with other town staff, the Events Summer Student will be responsible for the development, planning, coordination and execution of projects, programs and special events in the town’s Recreation and Culture department.

The incumbent will also provide support to community organizers for the development and execution of events and support the Event Coordinator and Assistant in the planning and execution of town direct delivered events such as the Oakville Canada Day celebration.

The incumbent will be responsible for administrative duties such as the creation and maintenance of permits, event plans, site maps, production schedules, vendor and activity tracking spreadsheets, volunteer management documents and other event-related documents and administration.

The Events Summer Student will join event committees and contribute to idea development.

This role will require the Events Summer Student to take an active role onsite at events, including leading and assisting with site set-up, material transport, vendor arrival coordination, customer service, problem solving, site take-down, and general event supervision, in addition to other duties as required.

This role will require flexible work hours between May and August of up to 35 hours per week, with some availability required on weekends and holidays as required.

Town Ambassador

In all areas of this position, the incumbent will be an ambassador of the Town of Oakville and the programs and services offered by the Recreation and Culture department. An existing familiarity with and comfort working as an event coordinator and onsite in the environment of community events is an asset.

Qualifications :

Recently completed or in progress of obtaining a degree or diploma in Event Planning, Event Management, Volunteer Coordination, Recreation and Leisure Studies or Business Administration or similar program. Successful theoretical classroom experience in event planning, event management, event logistics, sponsorship development, marketing, volunteer coordination, and related best practices. Demonstrated hands-on practical experience with event planning, event management, event logistics, sponsorship development, marketing, volunteer coordination, and related best practices. Ability to work independently and as a team member on assigned tasks and projects, complete independent deliverables effectively and efficiently and contribute to the development of group work. The confidence and autonomy to work unsupervised as a key point person in a busy event environment. Ability to take a leadership role, make informed decisions and balance multiple priorities while acting as a key point person in a busy event environment. Outgoing, strong interpersonal skills; commitment to delivering high-quality customer service. Efficient and clear oral and written communication skills. Ability to communicate effectively when responding to inquiries in person, by telephone, and email, to event stakeholders, town and community partners, the public, and staff. Excellent administrative, writing, project planning and time management skills. Proficiency with MS Office, specifically Excel and Word; MS Teams volunteer management software, specifically Better Impact; and using various social media platforms as audience engagement and retention tools. Willingness and ability to work shifts, weekends and holidays, in addition to having the flexibility to take on additional workload as required. Access to a personal vehicle considered an asset. Must hold and provide a copy of a valid and unrestricted Ontario Driver’s License Class G2 minimum with a driving record that demonstrates responsible and safe driving behaviour. Note: Applicants with 6 or more points are ineligible for consideration. Successful applicants will be required to provide the Corporation with a current drivers abstract (no older than 30 days) and all new hires will be required to pass a Town administered road test as a condition of employment. Must be able and willing and lift or carry up a minimum of 40lbs.

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