CITY OF DIEPPE
Operations and Community Life

Community Development Department

Job Description

Community Officer, Special Events

SUMMARY

Reporting to the Director of Community Development, the incumbent acts as an events resource person, advising and supporting partners in building an engaged, resilient and caring community; plays a key role in the carrying out of special events that mark the life of our municipality; and, as the person responsible for planning, organizing and coordinating these events, plays a pivotal role in ensuring their success and positive impact on the community. The position involves much more than just event logistics and embodies the municipality’s vision for events and celebration, ensuring that each event reflects our community’s values and aspirations.

DUTIES AND RESPONSIBILITIES

1.    Event development
•    Develop a clear vision for each event, taking organizational objectives and target audience expectations into account
•    Work with stakeholders to define the concept, theme and content of each event, ensuring that it adheres to the organization’s mission and values
•    Set measurable, realistic objectives for each event, working within available resources and budget constraints
•    Create memorable and engaging experiences by designing varied activity programs, art installations, facilitation scenarios, shows and performances
•    Identify, develop and maintain strategic partnerships with local businesses, community organizations, cultural institutions and other stakeholders to support events financially and logistically
•    Negotiate partnership agreements, in-kind partnerships and financial contributions to maximize available resources and reduce costs for organizations
•    Measure and evaluate the impact of each event by collecting data on attendance, participant satisfaction, media coverage and feedback
•    Analyze results to identify strengths, weaknesses and opportunities for improvement for future events
•    Incorporate lessons learned into the planning and execution of future events to improve success and efficiency
•    Identify volunteer requirements for each event, keeping in mind the specific tasks to be carried out and the number of people needed
•    Develop and write clear, appealing job descriptions to attract potential volunteers, highlighting the benefits of volunteering
•    Organize pre-event training sessions to familiarize volunteers with their role, the organization’s expectations and the procedures to be followed
•    Provide resources and tools to help volunteers perform their duties effectively, including manuals, task lists and emergency contacts

2.    Event acquisition and attraction
•    Help the team develop and implement strategies to attract regional, national and international events to our community
•    Help collect and analyze market research data to identify target sports markets and potential event opportunities
•    Collaborate with local sports organizations, government agencies and stakeholders to provide assistance in aligning event attraction initiatives with community goals and priorities
•    Help identify potential events and tournaments that match our assets and facilities as a destination
•    Help prepare documents for bids and proposals to host sporting events, including venue selection, accommodation options, transportation logistics and financial incentives
•    Provide support during site visits, presentations and negotiations with event organizers, governing bodies and decision-makers to contribute to the success of bidding opportunities

3.     Event support
•    Collaborate with event teams to develop detailed planning strategies, taking specific event objectives, target audience and available resources into account
•    Analyze the needs and requirements of events to determine the necessary steps for their realization, with an emphasis on creating a clear and precise timeline and budget
•    Advise on obtaining the necessary permits and licenses for events, such as street closures, alcohol service and amplified sound
•    Assist with navigating municipal regulations and policies relating to event planning and execution
•    Ensure coordination of premises and facilities
•    Offer access to municipal facilities, parks and public spaces as potential venues for events
•    Assist in the planning, coordination and execution of the operational and logistical aspects of events, including the management of equipment, facilities and resources, as well as coordination of support services
•    Offer grants, sponsorships and financial assistance programs to support third-party events aligned with municipal priorities and objectives
•    Advise event organizers on fundraising strategies, grant applications and budget management

4.    Human, financial and material resource management
•    Plan and supervise the work of subordinate staff
•    Help with budget planning and ensure coordination of revenue and expenditures for activities
•    Help recruit students in collaboration with Human Resources
•    Supervise the work of student employees (orientation, training, performance appraisals, scheduling and assignment of tasks)
•    Monitor students’ interaction with the general public, community organizations and groups, and other departments, to ensure quality
•    Coordinate and manage program, activity and event registration
•    Help prepare budgets and ensure sound management of financial and material resources
•    Ensure the collection of registration fees for the various activities requiring payment from clients
•    Perform all other related tasks to ensure the smooth running of the department

MINIMUM REQUIREMENTS

Education
•    Bachelor’s degree in recreation, leisure or a related field, or training in community development

Experience
•    Five (5) years’ experience in event planning, coordination or support roles, preferably in a municipal or community setting
•    Familiarity with municipal regulations, as well as event planning and management policies and procedures (asset)
•    Significant staff supervision and project management experience
•    Experience in group facilitation and chairing committees and working groups
•    Experience in public speaking and making presentations
•    Experience in a multicultural setting (asset)
•    Experience developing plans and managing sponsorships (asset)

Driver’s license
•    Class 5

Knowledge
•    Command of Microsoft Office software (Word, Excel, PowerPoint, Outlook)
•    Extensive knowledge of project management principles and techniques, so as to be able to effectively plan, organize and coordinate all aspects of events, while meeting deadlines and optimizing available resources
•    Knowledge and understanding of current event-industry trends, and the ability to design original and innovative concepts that captivate audiences and create memorable experiences
•    Strong interpersonal communication skills, and the ability to negotiate effectively with clients, suppliers and team members to ensure smooth collaboration and achieve event objectives

Skills
•    Fluency in spoken and written French and English
•    Excellent planning, analytical, organizational, prioritization and time-management skills
•    Ability to work independently and as part of a team
•    Outstanding initiative and creativity
•    Facilitation and leadership skills
•    Project management skills and experience
•    Ability to communicate easily and effectively with the public
•    Customer service orientation and good interpersonal skills with people of all ages
•    Problem-solving skills and good judgment
•    Ability to build effective relationships and negotiate with volunteers, the private sector and the public
•    Ability to design and organize events, activities and programs
•    Strong supervisory skills
•    Punctuality and regular attendance
•    Physical ability to do the work assigned
•    Good past record of job performance
•    Respect for the City of Dieppe’s confidentiality rules and organizational values

WORK SCHEDULE
•    Thirty-five (35) hours per week; flexible hours (day, evening and weekend)

SALARY
•    Hourly rate at hiring of $36.88. As per CUPE Local 4679 collective agreement

CLOSING DATE    

•    The closing date to submit your application is Mai 6, 2024 at 23 h 59.

N.B.: The above statements reflect the characteristic aspects of the job in question and are intended to describe the general nature and level of work performed. They should not, however, be considered an exhaustive list of all the responsibilities, duties, abilities, and inherent requirements of the position.  All staff members may, from time to time, be required to perform duties outside their normal responsibilities, as needed.
Please note that the municipality officially declared itself a francophone city offering bilingual services in 2000 (Municipal Administration Language Policy A-9). French is the City’s working language, and all staff must be able to speak and write in French and English.

Revised in April 2024 - Human Resources Department