Event Specialist Jobs

Event Specialist

Corporate Services – Communications

Status: 1 Regular Full Time; 16 Months

Salary Range: $86,443 to $108,052 per annum (plus comprehensive benefits)

Work Mode: Hybrid * see below for more details about this work mode.

Location: 10 Peel Centre Drive, Brampton; travel to various Regional sites and events as required

Hours of Work: 35 hours per week

Who We Are

Communications advances organizational goals by providing strategies to promote and enhance Peel Region’s priorities, programs and services.

Reporting to the Manager, Corporate Communications, the Event Specialist leads the planning and execution of high visibility in-person, virtual or hybrid Corporate and departmental events such as town halls, staff days, award ceremonies, government announcements, news conferences, grand openings, and leadership meetings.

You will work collaboratively with internal program partners, Information Technology (IT), Regional Property and Asset Management teams (RPAM) and Communications staff to ensure that all events meet the business communication needs of internal partners and are aligned with the overall strategic direction of Peel Region.

As the Event Specialist, you will contribute to building and maintaining positive relationships with internal and external partners through delivering high quality service. This position also plays a role in creating a collaborative culture that supports dynamic and innovative communication solutions.

What You Will Do In This Role

Event Planning and Execution

• Develop event plans and ensure that every event is tailored to meet the needs of internal and external partners and that it supports positively the reputation of and builds trust and confidence in Peel Region
• Research and recommend appropriate guest speakers, presenters and entertainment for events; participate in the selection process; negotiate fees
• Co-ordinate the artistic and technical production for events including room set-up, interior design and décor, staging, props, audio/video requirements such as lighting, microphones, sound, music, video, presentations, and special effects
• Take a Diversity, Equity and Inclusion approach to event planning and execution ensuring various needs of participants are considered
• Review and negotiate contracts with external vendors; ensure that contracts are signed in a timely manner; review event-related bills for accuracy
• Apply accessibility standards and seek opportunities to increase and improve accessibility and understand accessibility practices for virtual, hybrid and in-person meetings
• Advise on protocols for hosting government dignitaries such as Regional Councillors, provincial and federal representatives (MPPs, MPs, Ministers)
• Be responsible for logistical aspects of event planning and management such as venue assessment and selection, co-ordination of vendor services, accommodation and transportation, special permits, and accessibility requirements such as translations, sign language, physical space set-up, accessible activities, other
• Provide on-site event management, maintain logistical control of events, and oversee the work of vendors to ensure event requirements are met
• Develop and manage event budget, schedule and volunteer support (if needed) in collaboration with internal partners
• Provide advice and recommendations to Communications staff, internal and external partners in the areas of event management such as event location and format, logistics, artistic and technical production, catering, speakers, entertainment, event agenda, and budget
• Contribute to the development of promotional print and digital materials in collaboration with other Communications staff and internal partners

Event Planning Resources

• Develop and maintain an Event Planning Procedure to outline the steps for enlisting the support of the Events Specialist including a list of event planning resources to help staff plan events where the Events Specialist is not involved such as caterers, available space and technology for divisional and departmental meetings and events
• Establish and maintain the Peel Region events calendar to provide an overview of all Peel events and to ensure they do not conflict with cultural observances or construction work, if held at Peel’s worksites
• Develop and maintain an event planning toolkit with checklists, accessibility considerations, climate mitigation considerations, key contacts, internal and external venue options, and a list of available event space and technology at Peel's worksites and external venues

What The Role Requires

• Experience with the planning and execution of complex events, including virtual and hybrid events
• Thorough knowledge of event planning principles and event trends
• Access to a vehicle
• A university degree or college diploma in a related field combined with a minimum of three to five years of event management experience in a corporate environment or an equivalent combination of experience and education may be considered

Skills/Abilities

• Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias
• Ability to handle and prioritize multiple tasks and complete projects on time in a dynamic environment
• Excellent communications, organizational, interpersonal, and negotiating skills, and attention to detail
• Understanding of technical production for events including for virtual and hybrid events
• Solid knowledge of accessibility requirements for events
• Proficiency in Microsoft Office Teams, Word, Excel, PowerPoint, and Outlook
• Effective relationship building skills

Perks @ Peel and why you will love working for us:

• Automatic enrolment into OMERS pension plan
• Comprehensive Health, Dental, Vision benefit plan including psycholgocial health (effective start date)
• Access to tuition reimbursement (where applicable) and learning and development resources
• Accrue Vacation on a monthly basis up to 3 weeks per annum
• 3 Paid personal days and floating holidays
• Supportive leadership and a culture of respect and inclusion
• Annual performance review and merit increases based on performance
• Flexible hours supporting your wellness and wellbeing

Work Mode & Job Location: In this role you will have the ability to work remotely and attend on-site when required based on operational requirements at the 10 Peel Centre Drive, Bramptonworksite. The frequency of on-site activities may vary on a weekly basis and based on operational requirements. Your remote work location must be located within the province of Ontario.

The Region of Peel offers job based flexible hours of work that allows employees to manage personal and professional responsibilities while at the same time ensures business operational needs and customer service expectations are achieved. 

Interview: Our recruitment process will be completed with video conference technology.

You may have seen or heard Peel Region’s presence in the media surrounding the announcement and legislation passed by the Ford government regarding the structure of our municipal government. At Peel Region, we value being open and transparent with our community, and want to ensure you are informed and up to date. Regardless of governance models that support the residents of Peel, skilled and qualified talent is, and will be, needed to deliver services to the community that we serve. Peel Region remains committed to working with all partners, providing information to inform decisions. For additional information and latest updates about the governance announcement, please visit our News Release webpage.

If this opportunity matches your qualifications and experience, please apply on-line.

As part of the Region’s ongoing commitment to health and safety, there are enhanced COVID-19 specific safety protocols and/or personal protective equipment requirements (e.g. masks, eye protection, etc.) in place to help protect health and safety. The additional requirements are determined based on the nature of the work being carried out.

About Us

Peel Region consists of the cities of Brampton and Mississauga, and the town of Caledon. Peel Region delivers essential services to more than 1.5 million residents and approximately 175,000 businesses.

We’re working to create a community that is safe, inclusive, and accessible. A place where everyone feels they belong and can access the services they need to thrive throughout each stage of life.

Our workforce is 6,500 strong and s ince 1974, we’ve been delivering a wide range of resident focused services. Our services include paramedic services, health programs, long-term care and services for seniors, child care support, garbage collection and recycling, waste water and water treatment, road maintenance, financial assistance, and housing support.

Recognized by Canada's Healthy Workplace Month® with the Great Employer Award presented by Excellence Canada, Peel Region is a place where everyone feels they belong. We strive to develop a workplace that values and respects diversity, practices inclusion, recognizes the unique contributions and abilities of all people and facilitates innovative thinking. At Peel Region, people come first. Each employee has an important role within our community and when we work together, it’s impactful. We encourage you to join us in delivering essential services and programs to our diverse community. You won't find a better opportunity than Peel Region.

Additional Information

The Region of Peel is committed to a diverse and inclusive workplace where everyone is respected and valued for their contributions, and where everyone is treated fairly and has opportunity to grow and develop. As one of the most diverse regions in Canada, we are committed to establishing a qualified workforce that is reflective of the population we serve.

The Region of Peel is committed to providing accommodations throughout the recruitment process, upon request. If you require accommodation please notify us and we will work with you to meet your needs. Accessible formats and communication supports are available. Please contact [email protected] .

Please be advised, the Region of Peel uses email to communicate with their applicants for open job competitions. It is the applicant’s responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the position and your application will be removed from the competition.