Events Manager (full time)

Special Events Coordinator The City of Belleville, known as the ‘Friendly City', 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. We are home to Loyalist College of Applied Arts and Technology as well as Albert College, Canada's oldest co-ed boarding independent private school. 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 - 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 - Friday, 8:30am to 4:30pm (some evening and weekend work may be required for special events) Employee Group : Non-Union Salary: 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. Plan, coordinate, and oversee city events, including The Canada Day Event, Santa Clause Parade, Touch a truck event, Mayor's New Year's Levee, Yearly OLG Community Recognition event, Volunteer Appreciation Ceremony, City facility unveilings, Provincial and Federal Funding announcements, The City's Health and Wellness Day event, Council and City-wide Christmas initiatives and others as they arise in the Mayor's office.
Monitor event budgets, ensuring cost-effective operations.
Secure permits, licenses, and necessary approvals for events.
Coordinate with internal departments (police, fire, operations, etc.) Identify and secure event sponsorships, partnerships, and funding opportunities.
Manage vendor contracts, including food services, entertainment, and equipment rentals.
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.
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 City's 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/CAO's office as required.
Purchase and manage Mayor's 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.
EDUCATION/TRAINING/SPECIALIZED SKILLS: 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
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.
Experience in designing event layouts, promotional materials, or related visual content
WORK EXPERIENCE: 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
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).

Competitive market salary

• 4% vacation pay
• Eligible for OMERS Pension Plan enrollment
• 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. Personal information and any supporting material will be administered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).