Cultural Services Assistant, Events 

Position Summary

Reporting through the Cultural Services Section of the Recreation and Culture Division, this position supports event project management in areas such as administration, marketing, programming, logistics, and operations. You will play a key role in assisting the Event Coordinators with the planning and delivery of a robust portfolio of events, both City and Community.

Your role will also be to support the execution of other select events as requested and will require you to attend those events outside of normal business hours as assigned.

Your passion for the event industry, paired with your creativity and understanding of emerging event trends will equip you with the skills required to keep pace and succeed in this fast-paced and dynamic environment.

This role requires a dedicated, customer-service oriented individual who is organized, excels in a team environment, takes direction well, has superb administrative skills and is ready to contribute to a growing Section within the Division.

Key Duties and Responsibilities

• Provides administrative assistance to staff within the Cultural Services Section in the planning and delivery of events led by the City.
• Will directly lead in areas of event project management including administration, logistics and operations including, but not limited to:
  • Creating and updating event day documentation such as emergency contact lists, sign in/out sheets, load in/out schedules and photography checklists
  • Sourcing and securing contractors and suppliers to delivery various services required for events such as screen providers, light tower rentals and fence rentals
• Will provide assistance in other areas of event management including, but not limited to:
  • Database management such as updating, monitoring, summarizing, and tracking information
  • Drafting and circulating eblasts, updating website content, and posting event-related information on external online mediums
  • Scheduling, preparing and taking minutes during meetings; research and benchmarking
  • Financial tracking; processing of event permits; updating resource manuals; toolkits; forms
  • Preparing event documents; info/orientation packages; contact lists; equipment lists
  • Volunteer management; risk management; transportation & safety; waste management
  • Overseeing equipment/supplies inventory and storage including maintenance and replenishment
  • Inputting survey information and developing statistical reports specific to community feedback
• Will serve as the primary contact for external applications that are submitted for consideration specific to vendor/exhibitor and entertainer applications
• Provides assistance with event set up, execution and tear down
• Assists with the implementation of emergency protocols as required
• Work effectively with all event attendees, vendors/entertainers/suppliers, volunteers and staff

Education and Experience

• Diploma in Recreation, Events, Arts, Culture, or Heritage Administration or equivalent

Required Skills/Knowledge

• Knowledge of Municipal Event Planning
• CPR and First Aid certified
• Experience working with SharePoint
• Experience working with databases
• Experience working with events, arts and cultural community organizations
• Experience working with social media accounts, specifically Facebook, Instagram and X
• Demonstrated communication and customer service skills
• Demonstrated ability to work independently in a fast-paced environment
• Responsible, creative and organized individual
• Demonstrates good judgment and makes sound decisions
• Shows commitment to personal growth, development, and leadership opportunities
• Shares new ideas and challenges the status quo
• Proven written and verbal communication skills with the ability to communicate with honesty, openness, respect, and trust
• Takes initiative to participate in a culture of learning, mentoring, and sharing
• Contributes to building and being a part of a positive culture
• Demonstrate the City’s corporate values of service, collaboration, care and courage
• Class G Drivers License with use of a vehicle (Mileage Compensated)
• Satisfactory Police Vulnerable Sector check upon hiring

Leadership Competencies