SUPERVISOR SPECIAL EVENTS

City of Toronto; Toronto; On-site; CAD 60,000 - 100,000; Full time

Job summary

An established industry player is seeking a dynamic individual to lead the production of exciting cultural events. This role involves developing strategic plans, managing budgets, and coordinating with various stakeholders to ensure successful event execution. The ideal candidate will have a strong background in event planning and technical production, alongside excellent communication and leadership skills. Join a forward-thinking organization committed to creating memorable experiences for the community, where your creativity and expertise will thrive in a supportive environment.

Qualifications

• Post-secondary education or equivalent experience in event planning.
• Extensive experience in technical entertainment production for outdoor events.

Responsibilities

• Develop and implement production strategies for cultural events.
• Manage event budgets and supervise assigned staff.

Skills

Event Planning

Technical Production

Communication Skills

Budget Management

Leadership

Problem Solving

3D CAD Software

Analytical Skills

Education

Post-secondary education in Event Planning

Tools

Microsoft Office

Adobe Acrobat

3D CAD Software (AutoCAD, Vectorworks, Sketchup)

Job description

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• Job Category: Communications & Marketing
• Division & Section: Economic Development & Culture, EDC Arts & Culture Services
• Job Type & Duration: Full-time, Temporary Vacancy(12 months)
• Shift Information: Monday to Friday, 35 Hours per week
• Affiliation: Non-Union
• Number of Positions Open:1
• Posting Period:09-May-2025 to 26-May-2025

Reporting to the Production Manager, the incumbent will be responsible for developing, designing and implementing production strategies for City Cultural Events' existing portfolio.

Major Responsibilities:

• Develops detailed plans and recommends policies/procedures regarding program specific requirements to support the mission of Toronto special Events that address and impact specific organizational objectives – Creative City, Clean and Beautiful City and Strong Economy.
• Supervises, motivates and trains assigned staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others.
• Supervises the day to day operation of all assigned staff including the scheduling, assigning and reviewing of work. Authorizes and coordinates vacation and overtime requests. Monitors and evaluates staff performance, approves salary increments, hears grievances and recommends disciplinary action when necessary.
• Manages the development, administration & monitoring of the assigned event budget including processing, tracking and submission of purchases, contracts, revenues and expenditures and ensures expenditures are controlled and maintained within approved budget limitations.
• Designs, plans and executes events & festivals from conception to completion for Toronto, including all on-site corporate and media partnership related elements/activities, in addition to benefit fulfilent and contractual obligations with corporate, media, artistic and governmental partnerships.
• Executes media events including photo ops, press conferences and media announcements that include politicians, sponsors, and artists. Acts as Media spokesperson for event properties with local, national and international media.
• Manages major event properties or as a member of event project team, integrates the Sections’ marketing, sponsorship, programming and production elements into the event from its inception to evaluation.
• Develops and executes local, national and international marketing and media relations campaigns for print, broadcast, outdoor and online advertising and editorial.
• Develops, maintains and retains strategic relationships with senior media representatives, local, provincial and national tourism organizations, international politicians, bureaucrats and consulates as well as with art institutions, schools, venues and communities & attractions to maximize budget dollars.
• Researches new and cutting edge event production practices.
• Negotiates and contracts local, national & international performers in all disciplines directly or through agents, talent managers, and industry associations.
• Supervises & executes Event Management and Incident Response Plans including on-site issues with shows, attractions, performers, sponsors, media, politicians, volunteers and the public, supervises adherence to Ontario Health and Safety Act and liaises with emergency service providers to protect the safety of employees, workers and participants.
• Develops and implements logistics strategies and technical specifications for event execution. Communicates strategies to sponsors, performers, suppliers, media, vendors, volunteers and consultants.
• Coordinates with other City Divisions for all technical requirements including but not limited to staging, lighting, audio, video, power, lifting machinery, infrastructure and various special effects.
• Coordinate with site manager, technical assistants, stage managers, technicians, teams, artists, performers, crews and other external production personnel during the load-in, event and strike phases of each assigned event.
• Collaborates with City divisions to obtain services of internal City divisions including Toronto Police and Toronto Fire to assess risk and ensure that the City of Toronto is due diligent.
• Coordinates and implementation of infrastructure plans including power, equipment, rentals, signage, barricades, staging and scaffolding systems, including securing licences, permits and traffic control.
• Consults with Canada Revenue Agency, the Canada Border Services Agency and works under the guidelines of the Ontario Building Code, Employment Standards Act, Ontario Highway Traffic Act, Technical Safety and Standards Authority, Radiocommunications Act, Telecommunication Act, Broadcasting Act, Transportation of Dangerous Goods Act and Explosives Act.
• Represents City Cultural Events on Divisional and Corporate Work Groups and Teams.
• Consults with local, national and international event producers and City divisions including advice pertaining to trends in sponsorship, cultural institutions, attractions and local festivals and events, using knowledge of the arts, cultural and production industries.

Key Qualifications:

• Post-secondary education in a discipline pertinent to the job function or an approved combination of education and experience in event planning and co-ordination.
• Extensive experience in multiple disciplines within the field of technical entertainment production especially with outdoor event production.
• Considerable experience using scale drawings & working in a 3D CAD software environment equivalent to AutoCAD, Vectorworks or Sketchup.
• Highly developed oral and written communication and presentation skills with the ability to establish and maintain effective partnerships with other special events sections, staff, community groups, agencies and businesses in relation to the production portfolio.
• Proficiency in Microsoft Office desktop software (Word, Excel, Outlook, PowerPoint) as well as Adobe Acrobat is required.
• Superior analytical, interpersonal and conflict resolution skills.
• Ability to apply effective supervisory skills, including planning, organizing, problem solving, decision making, coordinating, delegating and performance management.
• Proficiency in budget monitoring and co-ordination.
• Ability to thrive in a high-stress creative environment with frequent and competing deadlines, multiple tasks and high performance expectations due to the public profile of special events and its relationships with the political wing.
• Ability to take initiative and work independently, taking ownership of a project as well as being a strong team player in fulfilling the section's and the division's goals.
• Knowledge of relevant legislation in the area of Occupational Health and Safety, Employment Standards Act, AODA, and various applicable collective agreements as related to event production.
• Available to work occasional extended hours, evenings and weekend on event days as required.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity .