• Job ID: 58605
• Job Category: Administrative
• Division & Section: City Clerk's, City Clerk's Strat Protocol & Ext Rel
• Work Location: Toronto City Hall, 100 Queen Street West, 2West, Toronto, ON M5H 2N2, option for hybrid work
• Note: events can take place through the City of Toronto
• Job Type & Duration: Full-time, 2 Temporary (12 month) Vacancies
• Salary: $73,495.00 - $96,567.00
• Shift Information: Monday to Friday, 35 hours per week, evening and weekend work required for events
• Affiliation: Non-Union
• Number of Positions Open: 2
• Posting Period: 12-Sep-2025 to 26-Sep-2025

The Operations Support Officer supports protocol and ceremonial events and activities including receptions, official visits, study tours and commemorations in a fast paced and dynamic work environment. The successful candidate will be a multitasker who takes initiative and shows attention to detail while working independently providing a high level of support to public events hosted and attended by the Mayor, Toronto City Council and other guests and dignitaries.

Major Responsibilities:

• Provides program and project management support and coordination for all protocol events and programs including ceremonies, receptions, official visits, study tours, commemorative events, and strategic projects.
• Implements detailed plans and recommends policies/procedures regarding program specific requirements.
• Conducts research into assigned areas, including working with confidential information related to policy, and producing related reports, ensuring that such research considers developments within the field, corporate policies and practices, legislation, and initiatives by other levels of government.
• Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
• Leads assigned projects related to operational support activities within the division, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning.
• Coordinates and provides support on activities related implementation of policies/programs.
• Coordinates the preparation of Proposals, (RF, RFQ, RFI), the evaluation process, and vendor performance reviews. Liaises with Purchasing & Materials Management and Legal during procurement for selected divisional contracts such as standing offers.
• Identifies, analyzes, rationalizes, and optimizes business processes, policies, procedures, systems applications, inputs and outputs, program operations and functions at a detailed level.
• Makes recommendations to senior divisional management regarding service optimization and business process simplifications that could result in alternate service delivery/contracting out, resource allocation.
• Prepares strategies, work plans, project documents, proposals, council reports and presentations.
• Prepares, organizes, and presents business cases, proposals, solutions, statistical reports and project documents and statements to various audiences.
• Assists in the development and maintenance of standards and specifications for program and operational systems for the Division.
• Liaises with other Divisions, internal, and external partners.
• Develops and maintains templates for statistics, data collection and divisional forms.
• Reviews system of internal control and checks work, inventory, supplies, and storage.
• Leads and/or participates in user acceptance testing of new or enhanced systems.
• Supports system applications, and evaluates, and monitors data.
• Ensures timely and effective production of all required program reports, statements, and maintenance of appropriate records.
• Recommends, implements, and practices security, privacy, and quality assurance requirements consistent with MFIPPA and corporate standards regarding storage and processing of confidential corporate and application data and information inputs and outputs
• Prepares strategies, work plans, briefing notes, requests for proposals, budgets, council reports, data analysis and presentations.
• Liaises with other divisions, departments, residents, elected officials, internal stakeholders, and external partners and other orders of government.
• Assists in the development, implementation and maintenance of standards and specifications for program and operational systems.
• Coordinates procurement and research supplies, and prepares bid request forms for catering, refreshments, awards, wreaths and accessibility services for ceremonies and events
• Coordinates, develops and prepare invitation texts according to prescribed standards and norms, research guest contacts and extends invitations, monitors attendance, and maintains standard contact lists for multiple orders of government and stakeholders including diplomatic personnel
• Plans for study tours and global knowledge exchanges, including agendas, logistics and greeting participants as well as other arrangements
• Plans for Official Visits including space, security, parking, greeting, logistics, gifts, and the Guest Book
• Responds to loan item requests and ensures compliance with policy and prompt lending and return of items
• Maintains the official gift inventory, sources items for bespoke and inventory items, prepares gifts and responds to requests from Councillors
• Prepares Letters for diplomats based on standards with correct protocol and reflective of current developments
• Updates website entries according to SPEC standards
• Coordinates the wreath program for Remembrance Day

Key Qualifications:

1. Post-secondary education in a discipline pertinent to the job function, combined with relevant experience or equivalent combination of education and experience.
2. Considerable experience in event production and logistics, including procurement, planning, organizing, problem-solving, and decision-making.
3. Experience working with elected officials, diplomatic representatives, community organizations and groups as well as external suppliers and vendors. 
4. Experience in project co-ordination addressing a range of operational issues in a customer service environment.
5. Experience managing a high volume of information and interactions in a dynamic operation.
6. Experience in researching, developing/writing reports, and preparing correspondence for the consideration of senior management and external stakeholders.
7. Experience in and budget preparation for events and projects.
8. Strong attention to detail and thoroughness
9. Excellent verbal and written communication skills with the ability to communicate clearly and effectively to a variety of audiences.
10. Excellent intrapersonal skills, with skill and experience working with a diverse range of stakeholders, equity deserving groups, senior officials, community representatives, and members of the public.
11. Strong problem solving, multi-tasking & organizational skills with an ability to manage multiple priorities within tight time constraints.
12. Demonstrated ability to work independently and cooperatively and use discretion when managing sensitive information.
13. Demonstrated ability to organize and manage document systems and spreadsheets, including reviewing, compiling, analyzing, and reporting information.
14. Proficiency in the use of current office and workplace technology and other computer applications relevant to the position, such as Microsoft Excel, Word, PowerPoint, Outlook, SAP, Adobe, and web-based collaboration tools
15. Knowledge of relevant corporate and external bylaws, policies, guidelines, and procedures, such as AODA, Human Rights Code, and Occupational Health and Safety Act.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.