Special Events Coordinator Full Time

Permanent Full-Time (CUPE 1329)

Posting Status

Open to all current Town of Oakville employees and external applicants

Closing Date

Applications for this position must be received at by no later than 11:59 p.m. on April 24, 2026.

This job posting is for an existing vacancy and therefore will be filled accordingly.

Job Responsibilities

Reporting to the Supervisor, Events & Community Development,, this position is responsible for the coordination, development and administration of the town’s Special Event Service. Responsibilities include insuring the department’s administration process is maintained; production responsibilities related to the town’s own direct-delivered events and festivals; and providing support and facilitation to more than 300 community-produced events annually.

This position is also responsible for providing input into the on-going development of policies, procedures and strategies pertaining to events. It coordinates several departments’ roles in event support and manages relationships with all these departments as well as relationships with external event producers.

As The Event Coordinator You Will

• Coordinate the town’s internal and external event management process, including:
• Provide leadership and expertise to all community and town-delivered events that meet industry/best practices and customer needs in compliance with multi-departmental, organizational policies, procedures and legal and regulatory requirements.
• Coordinates work of staff from various town departments on details, policies and processes related to community and town-delivered events (Finance, Ec. Dev., Parks, Roads, Transit, Municipal Enforcement, Community Development, Corporate Communications, Clerks, Oakville Fire, Recreation and Culture and Facility Services) in addition to various external agencies (Halton Waste, Public Health, Police).
• Oversee the administration of all event applications to ensure applicable policies, procedures, approvals, rates and fees are consistently applied and oversees the issuing all event permits.
• Providing guidance, advice and direction to event clients and community organizations to ensure event success.
• Coordinates customer service in response to general inquiries, issues and complaints management, general public feedback, political representative feedback.
• Coordinates the deployment of town resources from various departments (Parks, Roads & Works, Transit, Municipal Enforcement)
• Risk management review to ensure event logistics adhere to municipal regulations (i.e.; permits, municipal enforcement, municipal policies and procedures) regional public health regulations, provincial legislative regulations (i.e. AODA, liquor licenses, Occupational Health & Safety Act, TSSA, WSIB) in addition to overseeing onsite event safety in relation to industry best practices and overall event risk management.
• Implement and continue to enhance service delivery as it relates to the Town of Oakville’s Special Event Plan including input into the development of related administration, policies, procedures and service practices to facilitate events and cost-effective services in support of community and town events.
• Develop and maintain strong partnerships with key stakeholders ( e.g. BIA’s, Local tourism DMO, members of Council) relative to event delivery including investigating new opportunities, and navigate through politically sensitive situations related to special events and the impact of special events.
• Build organizational capacity and act as liaison to event organizers to determine and direct town supports by way of permits, licenses, supporting documents, insurance requirements, town resources and supplies, staffing and financial assistance.
• Oversee and implement the town’s Special Event finance plan, including operating and program budgets, special event fee assistance and grant opportunities, and manage service assets including purchases and asset management.
• Lead the Town’s multi-departmental Special Event Advisory Team (SEAT) including town staff from various departments, and regional staff from external agencies and engage with project teams to ensure the service is performed effectively and efficiently and in accordance with town or departmental standards, levels of service, specifications, policies, procedures and legislated requirements.
• Lead the production and logistical coordination of a selection of ongoing (i.e. Canada Day, Movies in the Park, Santa Claus Parade) and one off ( i.e. Hometown Hockey, Grand Opening Celebrations) town-produced events, animations and activities.
• Identify and plan for the staffing needs of the Section, and individual events including providing guidance and support to the 1329 Events Assistant, and the recruitment, training, supervision and evaluation of part time staff, volunteers and summer students.
• Oversee, implement and manage the services’ event resources including online event application form, events website, Special Event User Guide, event documentation tool kits, Sharepoint event files and resources.

Qualifications/Skills

• Completion of a four year degree in Event Management, Recreation, Business Administration, Marketing and Communication, Tourism or equivalent.
• Demonstrated experience (5 years of related experience preferred) as an event coordinator with event lead responsibilities for diverse types and sizes of events.
• Demonstrated experience in event logistics, sponsorship development, marketing, volunteer coordination.
• Strong knowledge of event industry and related best practices.
• 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.
• Successful completion of a degree or certificate in event management/coordination, project management, public relations or similar program would be considered an asset.
• Industry certifications in event management (CSEP, CMP) would be considered an asset.
• Must possess a valid Ontario Class “G” Driver’s Licence and have access to a vehicle for use to attend various events sites.

DATED: April 8, 2026

The Town’s recruitment software includes elements of artificial intelligence to assist in the screening and short-listing of qualified candidates.

This job profile reflects the general requirements necessary to perform the principal functions of the job. This does not include all of the work requirements of the job. Applicants are required to demonstrate through their application and in the interview process that their qualifications match those specified. The minimum threshold score for the interview is 75%.

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