Staffing Assistant - Special Events

Proof of the Pudding; Caledon, Toronto; On-site; CAD 25,000 - 28,000; Part time

Benefits offered by this job

Meals provided on-site

Access to professional event team

Potential future opportunities withMar

Job summary

Marigolds and Onions is seeking a detail-oriented Staffing Assistant – Events to support on-site staffing and logistics for major events in the GTA, including RBC Canadian Open and National Bank Open. You will help recruit, sign-in staff, manage schedules, and coordinate travel and accommodations as needed.

The role starts as part-time with potential to grow to full-time; you’ll work evenings and weekends during events, with extended lead-up and post-event workweeks.

Qualifications

• Previous administrative, event, or office coordination experience preferred.
• Strong attention to detail and accuracy in data entry and documentation.
• Proficient with spreadsheets (Microsoft) and general office tools.
• Strong interpersonal and communication skills (written, verbal, in-person).
• Ability to multitask and manage priorities in a fast-paced environment.
• Comfortable speaking French is a strong asset.

Responsibilities

• Review resumes, screen applicants, schedule interviews and assist with onboarding new hires.
• Review, post, and update schedules on staffing payroll platforms.
• Communicate with staff via email, phone, and in-person regarding inquiries and updates.
• Assist in booking accommodation and flights, organizing records and signage.
• Sign in staff on arrival and sign out at end of shifts; verify daily hours.

Skills

Administrative skills

Attention to detail

Spreadsheet proficiency

Communication skills

Multitasking

French language

Tools

Microsoft Excel

Job description

Job Details

• Level: Experienced
• Job Location: Marigolds and Onions - York, ON M6B 4J3
• Position Type: Seasonal
• Education Level: None
• Salary Range: $18.00 - $20.00 Hourly
• Job Shift: Any

Marigolds and Onions provide customers across the GTA with a one stop shop catering experience. From Daily drop offs to large scale events our commitment to our client is unsurpassed. Founded in 1991 and headquartered in Toronto, we have grown to be one of Toronto’s leading catering/event Production Companies. We count some of Toronto’s major professional firms and organizations as our loyal long-term clients. Numerous venues, charitable organizations, and sporting events are catered for by Marigolds and Onions.

About the Role

We are seeking a highly organized and detail-oriented Staffing Assistant – Events to support the planning and smooth operation of on-site staffing and logistics for the RBC Canadian Open, National Bank Open, and a series of concerts (high-volume events). This role plays a key role in recruiting candidates for each event. During events they will be responsible for ensuring all staff are signed-in accurately, properly equipped, and informed of their duties each day. The ideal candidate has strong administrative skills, excellent communication, and thrives in a fast-paced, team-based environment.

Although this role will begin as a part-time position, the right candidate will have the opportunity to grow within the company and transition into a full-time role with expanded responsibilities. The candidate will be expected to work one to two days per week in the periods leading up to and following events and will be required to work each day of the event itself, as well as one week prior and one week after. Concert schedules offer additional flexibility; the candidate will not be required to workevery concert date and may collaborate with the team to create a mutually agreeable schedule.

Event Details

• RBC Canadian Open
  Location: TPC Toronto at Osprey Valleys - 19131 Main St, Alton, ON L7K 1R1
  Dates: June 9-13, 2027
• National Bank Open
  Location: Sobeys Stadium, 1 Shoreham Dr, North York, ON M3N 3A6
  Dates: July 31-August 12, 2027
• The Bowl Concert Series
  Location: Sobeys Stadium, 1 Shoreham Dr, North York, ON M3N 3A6
  Dates: TBD (August-October 2027)
  Evenings and weekends (Wednesdays-Sundays)
• CPKC Women’s Open
  Location: The Royal Ottawa Golf Club– 1405 Chem. D'Aylmer, Gatineau, GQ, J9H 7L2
  Dates: August 16-22, 2027
  No commuting necessary from GTA; will be an overnight trip

Duties and Responsibilities

• Review resumes, screen applicants, schedule interviews and assist with onboarding new hires.
• Review, post, and update schedules on staffing payroll platforms.
• Communicate with staff via email, phone, and in-person regarding general inquiries, event updates, etc.
• Support management and other departments when requested. This could include updating menus and other documents,
• Assist in booking accommodation and flights, organizing employee records, organizing binders, signage, etc., prior to arriving on-site.
• Accurately sign instaff members as they arrive and sign them out at the end of their shifts.
• Record daily hours into spreadsheets and verify data for payroll processing.
• Manage the distribution, tracking, and return of radios, keys, uniforms, wristbands, parking passes, and other event materials.
• Assign radios by number to staff; maintain inventory and condition tracking.
• Provide directions and key event information to staff and volunteers, including station assignments and uniform checks.
• Ensure staff are in correct uniform, properly badged, and adhering to site protocol.
• Assist managers with signage, schedules, and general event coordination materials.
• Assist with event closing tasks, including collecting equipment, logging final hours, and securing administrative areas.
• Practice teamwork and support fellow administrative and operational staff as needed.

Qualifications

• Previous administrative, event, or office coordination experience preferred
• Strong attention to detail and accuracy in data entry and documentation
• Proficient with spreadsheets (Microsoft) and general office tools
• Strong interpersonal and communication skills (written, verbal, in-person)
• Ability to multitask and manage priorities in a fast-paced environment
• Calm under pressure and solutions-focused when handling unexpected changes
• Comfortable working long shifts and on your feet for extended periods
• Ability to speak, comprehend and write in French is a strong asset

Screening Questions

• Are you legally eligible to work in Canada?
• Do you have any restrictions on the number of hours you can work per week?
• Are you able to commute or travel to the event location(s)?
• Do you have previous experience in administrative, event, or logistics support roles?
• Are you available to work for the full duration of the event schedule?
• Can you speak French?

Position Salary & Benefits

• Rate: $18-20/hour
• Schedule: Early 2027 until the end of September. Would be reoccurring for future events for the right candidate, with the possibility of turning into something permanent in the future.
• Perks: Meals provided on-site, access to a dynamic and professional event team, and potential for additional future opportunities with Marigolds & Onions

Company Core Value and Competency Requirements

• Business Acumen-Demonstratecomprehension of the job, including policies, practices, and relationships.Possess theexpertiseand skill levels requiredofthe job and perform with quality.
• Dedication- Dependable, reliable and followsthrough onprojects frominceptionto completion.Willing to put in as much time as necessary to complete tasks.Demonstrate a win-win attitude: “see it, own it, solve it.”
• Ethics and Integrity- Acts with integrity, honesty and knowledge that promote the company’s culture, values and beliefs whilemaintainingthe highest standards of professional conduct.
• Safety & Security-Observesafety and security standards.Use equipment and materials properly.Comply withsafety standards and personal protective equipment requirements.Report potential unsafe conditions or practices toappropriateperson immediately.Promote restaurant safety,cleanlinessand security compliance at all times.
• Teamwork- Cooperate and be willing to work as a team player to achieve goals and tasks accurately,efficientlyandtimely.
• Communication- Communicate clearly and effectively with mutual respect, understanding and trust to fellow associates, managers,supervisorsand guests. Listen carefully to opinions and views of others; state understanding of what has been heard.
• Initiative- Contributenew ideasand suggestions to enhance productivity and efficiency.Be proactive in troubleshooting problems or issues and take action to mitigate potential problems.
• Adaptability & Planning-Possessthe ability to learn new tasks andadjusts well to new situations.Perform well under tight time schedules and pressures to change direction quickly.
• Service Orientation-Demonstratesa sense of urgency. Is welcoming, friendly andsmileswhen visible to guests.

Work Environment

• On-site administrative tent at a large-scale outdoor event
• Fast-paced, people-facing, and equipment-handling environment
• Exposure to variable weather conditions and long walking distances on event grounds

Physical Demands

• Potential for standing/sitting for long periods
• Frequent walking across large event spaces
• Light lifting of items such as radios, uniforms, or signage (up to 25 lbs)
• Use of mobile devices and computers for data entry and communications

Our Hiring Approach

We are committed to a fair and human-centered recruitment process. We do not use artificial intelligence (AI) or automated decision-making tools to screen resumes, evaluate applications, or make hiring decisions. All candidates are assessed directly by the hiring team.