Manager, Events & Protocol Jobs

JOB TITLE: Manager, Events & Protocol

DEPARTMENT: Corporate Support Services

POSTING NUMBER: 105433

NUMBER OF POSITIONS: 1

JOB STATUS & DURATION: Full Time Permanent

HOURS OF WORK: 35 hour workweek

LOCATION: Hybrid Model – when working onsite, you will report to the location of West Tower.

SALARY GRADE: 7

HIRING SALARY RANGE: $109,299.00 - $122,962.00 per annum

MAXIMUM OF SALARY RANGE: $136,624.00 per annum

JOB TYPE: Management and Administration

POSTING DATE: May 25, 2023

CLOSING DATE: June 6, 2023

Area Of Responsibility

Enhance and engage the community, raise community pride and increase the awareness of local government through the management, planning and implementation of festivals, special events and protocol programs in Brampton. This includes a wide spectrum of festivals, events and protocol programs harmonized with marketing strategies that will deliver high quality outcomes to serve Brampton residents. Local festivals and special events will be hosted to enrich the community and showcase City celebrations.

Reporting to the Director, Strategic Communications, Events & Culture, plan and implement the City of Brampton Events and Protocol Program. Manage a team of events and protocol professionals. Accountable for providing a high level of execution and excellence of events for Brampton’s diverse community. Provide leadership in the City’s conduct on all matters relating to protocol. Establish, manage, assess and oversee multiple corporate-wide policies, guidelines and procedures for events and protocol programs

OPERATION SUPPORT

• Manage and monitor the quality of service delivery of specific programs and activities to meet operational effectiveness and corporate service standards.
• Ensure protocols are adhered to by briefing the Mayor and senior officials on styles of address and specific customs and protocols prior to their participating in official receptions hosted by the city, attending an event as an invited guest, hosting courtesy calls or participating in flag raising ceremonies.
• Foster and promote inclusion and equity through program development; reducing barriers and increasing access for public events and protocol-related activities
• Drive divisional growth and continuous improvement through events and protocol opportunities that align with strategic priorities
• Oversee and develop a highly coordinated events program consistent with the City’s Dates of Importance and Significance.
• Manage and foster an environment for successful diplomacy and engagement with local, national and international dignitaries and guests.
• Responsible for key decisions and recommendations on City-led events’ project scope, budget, timing and risk
• Review and revise current policies, procedures and standards to ensure service excellence and effectiveness.
• Manage all aspects of the City’s corporate protocol programs, including: tributes; condolences; flag raising/half-mastings; proclamations; civic coat of arms; Town Crier and other honorary roles; historical representation of Brampton; protocols for leading cultural groups; flag raising ceremonies; inbound and outbound delegations; the Sister City/Friendship Protocol, and Community Recognition Program;
• Manage, assess and oversee multiple corporate events strategies to assist the City in building positive relations with the public as well as internal cross-departmental clients

STAFF SUPERVISION

• Develop a high performing work team including implementing team building strategies and work process improvements.
• Interview, recruit and hire staff to meet the Service Plan goals and objectives.
• Oversee, manage, coach and provide guidance to promote effective employee relations and encourage increased morale, innovation and productivity toward the successful accomplishment of the Service Plan goals and objectives.
• Conduct performance management formal process and annual review to monitor and establish recruitment and selection criteria, training and development opportunities through regular meetings to discuss individual performance.

CUSTOMER SERVICE

• Build and maintain a relationship with internal and external stakeholders, departments and team members to achieve common goals and objectives.
• Provide guidance and advice to Members of Council and senior officials on all matters relating to events and protocol.
• Accountable for providing a high level of execution and excellence while building credibility and capacity to plan and execute more events (as needed).
• Liaise and collaborate with community groups, including service clubs, affiliated groups and non-affiliated groups at the local, provincial, national and international level in support of City and community festivals and events and protocol planning
• Work closely with other divisional managers and relates to Council through the respective Director and Chief as wells as directly through various committees.
• Seek opportunities within the community for funding and sponsorship initiatives.
• Manage stakeholder relations (e.g. businesses, creators, community groups, etc.) while collaborating to build culturally relevant and vibrant events programs.
• Liaise with area municipalities, industry associations and community groups to coordinate and or discuss corporate programs and services, special events, promotional activities and new trends shaping the industry.
• Handle and resolve issues and enquiries to meet corporate service standards. Escalate complex issues to appropriate level.
• Overseeing fulfilment of contractual obligations with support/advice from relevant City Divisions; while ensuring that the best interests of the City are protected.
• Liaise with staff, organizations and contractors in a professional manner.

COMMUNICATION AND REPORTING

• Negotiate contracts for various events and protocol programs
• Prepare, review, and approve reports, presentations and other communications to support business needs.
• Keep management informed of activities and initiatives; recommend solutions for effective decision-making.
• Ensure operational budget compliance with municipal policies and by-laws, as well as federal and provincial regulations.
• Lead to ensure proper communications, monitoring and reporting to the budgeting process, including monthly forecasting and monitoring of revenues, expenditures. Reports on trends, emerging issues and potential areas of growth.
• Lead front line customer service for inquiries on event and protocol.
• Present and convey complex concepts and conditions to stakeholders; develop reports, proposals and make recommendations to management and Council for effective decision-making.
• Attend City Council, senior leadership and other corporate meetings, as required, to provide information and advise on programs, plans, and services.

CORPORATE CONTRIBUTION

• Support the Director of Strategic Communications, Tourism & Events in the coordination of corporate functions within the division;
• Work collaboratively with colleagues across the corporation to achieve corporate goals while respecting diverse cultural backgrounds and perspectives.
• Maintain knowledge of collective agreements, City policies and practices, legislation, regulations and Standard Operating Procedures (SOPs).
• A resource to all City staff and external event organizers regarding all effective events;
• Provide advice and guidance to Members of Council and Senior Leadership
• Oversee the delivery of departmental events and strategies, including: open houses, intergovernmental announcements, grand openings, ribbon cuttings, and high profile meetings.
• Develop, administer and ensure adherence to policies for events and protocol related activities; including the Civic Events Policy, Flag Policy, Expressions of Sympathy Policy, Road Side Memorial Policy, Dates of Importance and Community Recognition Program;
• Foster engagement and build consensus to achieve corporate objectives.

BUDGET SUPPORT

• Negotiate with internal and external stakeholders and vendors while maintaining optimum cost-benefit relationships
• Develop, manage and control the section’s (division) operating budget, ensuring approvals and spending are consistent with operating objectives to ensure budget compliance
• Authorize and monitor expenditures in relation to what is approved;
• Use of effective resource and expense management at all times to meet corporate policies and guidelines.

TEAMWORK AND COOPERATION

• Demonstrate corporate values at all times.
• Participate as a member of cross-functional team.
• Work well within diverse groups to achieve common goals and objectives that meet operational effectiveness and corporate service standards.

Selection Criteria

EDUCATION:

• Post-secondary degree or diploma in Communications, Marketing, Public Relations or equivalent in related field

Required Experience

• 3 - 5 years (progressive) experience within a municipal environment
• Proven ability to Supervise, guide and motivate staff

Other Skills And Assets

• Strong Customer Service and People Management skills; Interface with internal and external customers and stakeholders to meet corporate service standards
• Outstanding interpersonal skills coupled with excellent public relations shills
• Practical knowledge of Municipal, Regional, Provincial and Federal Governments and applicable Legislations is an asset
• Computer proficiency in Microsoft office/software
• Strong Organizational skills; Detail oriented, well organized and able to prioritize complex tasks and meet critical deadlines
• Strong Analytical skills for complex problem solving
• Superior verbal communications skills coupled with strong report writing skills
• Various tests and/or exams may be administered as part of the selection criteria.

Alternate formats will be provided upon request.

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

As part of the corporation’s Modernizing Job Evaluation project, this position will undergo an evaluation which may result in a change to the rate of compensation. Any changes affecting this position will be communicated as information becomes available.

If this opportunity matches your interest and experience, please apply online at: www.brampton.ca/employment quoting reference #105433 by June 6, 2023 and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted. The successful candidate(s) will be required, as a condition of employment, to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted.

As part of the application process, applicants will be invited to complete a self-identification survey. The survey is voluntary. Participation in the survey will have no impact on hiring decisions. Should you wish to opt out of completing the survey, please select “prefer not to answer” as a response to each question. All information collected is confidential and will not be shared with the hiring manager. The surveys will be anonymized and will be kept separate from applicant or employee files, such that the individuals who completed the surveys will not be identifiable. The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity, equity, and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use.

Please be advised, the City of Brampton 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 Job Competition and your application will be removed from the Competition.