Senior Special Events Coordinator

Town of Whitby; Whitby; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

A municipal organization in Whitby seeks an Event Coordinator to manage and improve Town-led events. The role involves planning logistics, coordinating with stakeholders, and ensuring event success. Ideal candidates have a degree in Event Management and at least four years of related experience. This position offers a competitive salary and operates in a hybrid work environment, embodying collaboration and community engagement.

Benefits

Comprehensive benefits and pension program

Qualifications

• Minimum of four years experience in special events management.
• Experience with event permit approvals and planning.
• Familiarity with risk management procedures.

Responsibilities

• Plan and manage Town-led events.
• Coordinate logistics, permits, and vendor contracts.
• Build relationships with stakeholders and community partners.

Skills

Event management

Communication

Interpersonal skills

Organization

Education

Bachelor Degree in Event Management or related discipline

Job description

Let’s grow together.

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.

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.

Responsibilities

• 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 programming;
• Provide event‑related advice and recommendations to communications partners and partnering on integrated activities and initiatives; and
• Other duties as assigned.

Who You Are

Our Strategic Initiatives team is looking for an enthusiastic, solutions‑oriented team player who takes initiative and thrives on a high performing team. You are self‑motivated, self‑starting and utilize a proactive approach to work.

You value partnerships. Your excellent communication and interpersonal skills coupled with your experience enables you to skillfully build, establish and maintain positive working relationships. You demonstrate tact, diplomacy and sound discretion when working with staff, vendors, volunteers, and the public. You understand organizational and political sensitivities and priorities and act accordingly.

A high volume of work does not intimidate you. As far as you’re concerned, anything worth doing is worth doing right, every single time. You use organizational skills and abilities to plan, initiate, organize and prioritize your work, and to deal effectively with multiple projects/demands, conflicting priorities, pressures and deadlines. You evaluate situations, recognize potential - and potential issues – then do your research and make recommendations based on the consideration of multiple variables and perspectives.

What You Bring To Our Team

• Bachelor Degree in Event, Sport & Entertainment Management, Project Management, Hospitality, Travel & Tourism, or related discipline;
• A minimum of four (4) years experience in special events management, including coordinating the development and delivery of large and small scale events, programming, tourism initiatives and projects;
• Experience in Special Events Permitting and working with Third Party event organizers’;
• Certified Festival Event Executive (CFEE) and/or Certified Special Events Professional (CSEP) certificate or equivalent an asset;
• Extensive awareness and knowledge of Federal, Provincial regulations and Municipal and Regional by‑laws;
• Awareness of Industry (TSSA, ESA, AODA, OTM Book 7, Risk Alliance Procedures and guidelines, Fire Code, Regional Health Unit Requirements etc.)
• Experience with various aspects of Event Project management including event permit approvals, event plans, site planning, risk management
• Familiarity and/or use of volunteer CRM software (i.e. Better Impact or other) preferred;Ability to work on weekends as needed for events occurring outside standard business hours;
• Physically fit and capable of performing strenuous physical labour with heavy lifting up to 50 lbs in varying weather conditions and spending significant periods of time walking or standing during events.
• A valid, unrestricted Class “G” driver’s licence maintained in good standing with access to a personal reliable vehicle.

What We Offer You

• A comprehensive benefits and pension program to ensure that your total compensation package addresses both your work and life needs.

Salary Range/Hourly Rate: $39.38 - $49.21

Hybrid Information: Remote Hybrid

Hours: Monday to Friday, 8:30 a.m. to 4:30 p.m.

Closing Date: December 29, 2025

Our commitment to Inclusion, Diversity, Equity, and Antiracism

At the Town of Whitby, we view holistic inclusion as the pathway to achieving healthy relationships, inclusive excellence and fostering a culture where everyone can thrive. We acknowledge our history—the good and the bad, promote social justice and address discrimination and inequities. We strive to create a workplace that encourages you to always bring your authentic self to work.

Equal Employment Opportunity Statement

The Town of Whitby is an Affir­mative Action/Equal Opportunity Employer. Applications from women and minority candidates are strongly encouraged. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy‑related conditions, or any other characteristic protected by law.

Accommodation

The Town of Whitby is committed to creating an accessible and inclusive organization. We are committed to providing barrier‑free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code‑protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability‑related accommodation during the application process is available upon request.

We thank all applicants and advise that only those selected for further consideration will be contacted.

Personal information provided is collected under the authority of The Municipal Act, 2001 and the Municipal Freedom of Information and Protection of Privacy Act.