City of Woodstock

Special Events Coordinator (Contract) (1 position)

Woodstock, ON, Canada
Temporary
Mid Level
                                                                                                              2025-23
SPECIAL EVENTS COORDINATOR (CONTRACT) (1 Position)
 
Reporting to: Manager of Special Events
Department: Parks & Recreation
Classification: TEMPORARY Full Time (Approx. 12 months); Non-Union
Salary Range: $61,074 - $71,851
Hours of Work: 8:30 a.m. to 4:30 p.m. Monday to Friday
Starting Date: May 2025
Application Deadline: No later than 4:00 p.m. April 11, 2025

Why City of Woodstock?
Known as the Friendly-City, Woodstock is located in the heart of Oxford County and blends big city conveniences with a small-town feel. With a growing population of over 45,000 welcoming citizens, Woodstock residents place high value on our small-town atmosphere, while enjoying urban amenities. The city is a great place to call home with amazing parks and trails, fantastic amenities as well as wonderful arts and cultural facilities. At the crossroads of highways 401 and 403, Woodstock has a thriving manufacturing sector and opportunities in agriculture, education and healthcare and convenient access to communities across Southwestern Ontario. Visitors can enjoy the city’s many festivals and delight in the many local shops and restaurants in Downtown Woodstock.
When you work for the City, you get to be part of an incredible team of dedicated people with a range of skills and experiences to share. Our team works together to help build a strong, connected community where people have access to the services they need, while enjoying a relaxed lifestyle. Other great benefits to working at the City of Woodstock:
  • Join a growing and dynamic organization offering rewarding careers,
  • Competitive Wages,
  • Defined Benefit Pension Plan (OMERS) where employee contributions are matched by the City,
  • Training opportunities to support you in this role,
  • And a great working environment for individuals committed to making a difference, just to name a few.
Duties and Responsibilities:
  1. Assists the Manager of Special Events to successfully coordinate, organize and implement all Special Events hosted by the City of Woodstock. This includes, but is not limited to the following: 
  • Facilitate vendor coordination and support preceding and during events.
  • Coordinate the recruitment, scheduling, training, and organization of event volunteers for City special events.
  • Support with the supervision of students and/or volunteers, and ensure all work is in accordance with the City of Woodstock’s Policies and Procedures, Park’s Department Policies and Procedures as well as the Occupational Health and Safety Act, including all applicable regulations.
  • Support external event organizers and process required documentation, while collaborating with various departments, to ensure successful events on City property.
  • Research and seek potential sponsors for upcoming special events.
  • Assist with the set-up, execution of event logistics, and dismantling of events.
  • Lead small scale events, such as a new City Park opening, by coordinating and communicating details with various organizers.
  • Perform other related duties as directed by the Manager of Special Events or designate.
Qualifications:
  • Diploma and/or Degree in Recreation and Leisure, Event Management, or a related field deemed equivalent by the corporation.
  • Must have class G2 Ontario Driver’s License in good standing.
  • Proficient in Microsoft Office, Excel, etc.
  • Must have or be willing to obtain Standard First Aid and CPR training.
  • Capacity to work with minimal supervision and as part of a team,
  • Ability to adapt to the daily challenges associated with a busy work environment,
  • Must be a reliable self-starter and undertake all aspects of the job thoroughly and willingly,
  • Excellent communication (both verbal and written) and customer service skills,
  • Ability to perform a variety of physical activities and must be able to actively participate in Special Events,
  • Strong problem solving, conflict management and organizational skills,
  • Develop, foster and sustain effective working relationships with other City staff,
  • Build, foster and sustain a positive public image,
  • Ability to communicate with all event stakeholders on behalf of the City of Woodstock.

Working Conditions:

  • Scheduled 35-hour work week for the duration of May 2025 through to May 2026. This position requires flexibility to include hours of work outside of the regular Monday to Friday 8:30 a.m.-4:30 p.m., including holidays, evenings, weekends and overtime, as required.​​​​​​​​​​​​​​

  • Must be willing to work, but not limited to Victoria Day, Canada Day, Streetfest, City Beautiful Awards, Cowapolooza, Fall and Christmas events, etc.

The City of Woodstock is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. We embrace equity, diversity, justice, inclusion and belonging and we’re committed to building a team that represents many backgrounds, perspectives and skills, representative of the communities we serve. The more inclusive we are, the better our work and workplace will be. We are committed to creating a workplace where people experience meaningful work, a sense of hope and optimism, an environment of trust, and inspired results. If this sounds like an environment in which you would like to work, apply here today! We strongly encourage applications from all qualified individuals, especially those who can provide different perspectives and contribute to a further diversification of ideas.

Please note: Immediate family member, as per City of Woodstock Nepotism Policy, HR-015, shall not be employed in the City of Woodstock in any capacity under the following circumstances, but not limited to wherein the family member is in a supervisory or management capacity or responsible for the work of the individual or the department. A conflict of interest must be declared to the Director of Human Resources as outlined in the City of Woodstock Nepotism Policy, HR-015 as soon as it has been identified.

In accordance with the  Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the City of Woodstock will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities. If selected to participate in the recruitment, selection and/or assessment process, please inform the City’s Human Resources staff of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation by contacting [email protected]. In accordance with the Municipal Freedom of Information & Protection of Personal Privacy Act, personal information collected will only be used for candidate selection. Human Resources will work together with the hiring committee to arrange reasonable and appropriate accommodation for the selection process which will enable you to be assessed in a fair and equitable manner.

Satisfactory passing of a criminal record or vulnerable sector check, employment and proof of qualifications, will be required of any successful candidate(s) for this position

We invite all qualified applicants to submit their resume and cover letter via online at http://careers.cityofwoodstock.ca.

We thank all candidates who apply but advise that only those selected for an interview will be contacted.
 
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