Job Description

Special Events Coordinator
The City of Belleville, known as the xe2x80x98Friendly Cityxe2x80x99, is located at the mouth of the Moira River where it meets the picturesque Bay of Quinte. Experience world-class fishing, boating, cycling, and walking along approximately 14 kilometers of waterfront trails. Situated between Toronto and Montreal, and less than one hour from the U.S. border, the City truly is at the center of it all.
Approximately 56,000 people make Belleville their home and over 220,000 live within 30 minutes of the City. We are in close proximity to Prince Edward County where you can discover award winning wineries and numerous beaches including Sandbanks Provincial Park. We are home to Loyalist College of Applied Arts and Technology as well as Albert College, Canadaxe2x80x99s oldest co-ed boarding independent private school. The historic downtown core provides numerous restaurants, shopping and live music and theater venues for an amazing cultural experience. Our inviting blend of small town warmth and big city amenities, quality of life and affordable housing make Belleville the perfect place to live, work and play. More information is available at
Currently, the City of Belleville has an exciting opportunity for a highly motivated, strategic, and dynamic individual to join the Office of the Mayor and CAO as a Special Events Coordinator.
Closing Date: Wednesday, June 18, 2025 at 4:30 PM
Position Type: Temporary Full Time (Leave Backfill xe2x80x93 approximately 18 month term)
Department: Office of the Mayor and CAO
File Number: SV25-64
Number of Positions: One (1)
Location: City Hall (169 Front Street, Belleville, ON)
Hours: 35 hours per week, Monday xe2x80x93 Friday, 8:30am to 4:30pm (some evening and weekend work may be required for special events)
Employee Group: Non-Union
Salary: Grade 11 ($62,567.75-$74,484.97)
PURPOSE AND SCOPE:
Reporting to the Manager of Mayor/Council Services & Communications, the Special Projects Coordinator is responsible for planning, organizing, and executing city events, festivals, and community programs. This role ensures that events run smoothly, comply with regulations, and enhance community engagement. The coordinator collaborates with city departments, volunteers, vendors, sponsors, and community organizations to deliver Mayors Office and City- Wide Civic Events. The Coordinator also provides administrative support for the office of the Mayor/CAO.
KEY RESPONSIBILITIES:

• Plan, coordinate, and oversee city events, including The Canada Day Event, Santa Clause Parade, Touch a truck event, Mayorxe2x80x99s New Yearxe2x80x99s Levee, Yearly OLG Community Recognition event, Volunteer Appreciation Ceremony, City facility unveilings, Provincial and Federal Funding announcements, The Cityxe2x80x99s Health and Wellness Day event, Council and City-wide Christmas initiatives and others as they arise in the Mayorxe2x80x99s office.
• Monitor event budgets, ensuring cost-effective operations.
• Secure permits, licenses, and necessary approvals for events.
• Coordinate with internal departments (police, fire, operations, etc.) to ensure safety and logistics.
• Identify and secure event sponsorships, partnerships, and funding opportunities.
• Manage vendor contracts, including food services, entertainment, and equipment rentals.
• Recruit, train, and manage volunteers.
• Evaluate event success through post-event reports and community feedback.
• Serve as the primary point of contact for event-related inquiries and act as the on-site contact for each event.
• Act as City liaison on the Special Events Committee taking the lead for all internal events including the Health and Wellness Day and other departmental events as they arise, providing support and guidance to each department.
• Plan and execute cultural exchanges with the Cityxe2x80x99s Cultural Exchange Partner Cities.
• Organize and facilitate Cityxe2x80x99s awareness calendar, including bookings for lighting requests, proclamations and flag raisings.
• Prepare speaking points for the Mayor related to special events and draft the Mayors bi-weekly council announcements.
• Prepare invitations, holiday cards and event materials as well as all ceremonial certificates from the Mayor office for official functions, special events, anniversaries, birthdays etc.
• Act as staff liaison for the Cityxe2x80x99s Lighting Committee, coordinating the Festival of Lights Launch Night event and festival season.
• Provides Administrative Support for the Manager of Mayor & Council Services and Communications including answering telephones, managing Councillor requests, word processing, database management, managing resident complaints, arranging and booking travel, etc.
• Act as a backup for the Administrative Coordinator providing administrative and customer service support for the Mayor/CAOxe2x80x99s office as required.
• Purchase and manage Mayorxe2x80x99s Office clothing and souvenirs for giveaways and donations.
• Provides standard clerical duties and additional support for the Manager of Mayor & Council Services and Communications as needed.
• Perform other duties as assigned.

Note: the above duties and responsibilities are not to be construed as all-inclusive.
EDUCATION/TRAINING/SPECIALIZED SKILLS:
Minimum Qualifications:

• Two (2) Years College Diploma in event management, business/office administration, communications/public relations
• Considerable experience with Microsoft Office suite including Word, Power Point, Excel, and Outlook programs

Preferred Qualifications:

• Possess the ability to learn and comprehend the workings of various municipal by-laws and provincial or federal requirements
• Knowledge of funding sources, sponsorship, and municipal procurement policies.
• Proficient in using iCompass
• Experience in designing event layouts, promotional materials, or related visual content

WORK EXPERIENCE:
Required Qualifications:

• Three (3) years' event coordination experience and administrative experience.
• Experience in booking and managing travel & meetings
• Proven ability in preparing and managing event budgets effectively.
• Demonstrated ability to liaise and influence without directing internal departments, vendors, community groups, and elected officials.
• Demonstrated ability to plan and coordinate multiple events simultaneously.
• Excellent customer service skills, verbal and written communications skills
• Demonstrated experience in coordinating and organizing special events

Preferred Qualifications:

• Five (5) years' event coordination experience and administrative experience.
• Experience in a municipal /public sector environment
• Demonstrated experience in special event organization and coordination in a municipal or public setting
• Understanding of municipal bylaws, permits, and provincial regulations (e.g., AODA, Ontario Fire Code, Liquor Licensing).

WHATxe2x80x99S IN IT FOR YOU:

• Competitive market salary
• 4% vacation pay
• Eligible for OMERS Pension Plan enrollment
• Live, work, and play in the beautiful city of Belleville and experience all that it has to offer.

HOW TO APPLY:
We thank all applicants who apply but advise that only those selected for an interview will be contacted.
Please be advised that the City of Belleville uses email to communicate with their applicants for open job postings. It is the applicantxe2x80x99s responsibility to include an updated email address that is checked frequently and accepts emails from unknown users. As we send time-sensitive correspondence regarding recruitments via email, 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 posting.
Applicants will be required to provide at their own expense a satisfactory criminal reference check dated within the past six (6) months and if deemed a requirement of the position, a driverxe2x80x99s abstract to the Human Resources Department on or before the date of the interview but no later than the commencement of employment if selected.
The City of Belleville is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environments. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please advise the Human Resources Division to ensure your accessibility needs are accommodated throughout this process.
Personal information and any supporting material will be administered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
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