PROJECT MANAGER CITY CLERK'S OFFICE (Ceremonies/Protocol)

Job ID: 62082
Job Category: Project Management
Division & Section: City Clerk's, City Clerk's Strat Protocol & Ext Rel
Work Location: City Hall, 100 Queen Street W, Toronto, ON M5H 2N2 
Job Type & Duration: Full-time, Permanent
Salary Range: $103,431.00 - $141,247.00
Hiring Zone: $116,038.00 - $125,810.00
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 03-Mar-2026 to 17-Mar-2026

Reporting to the Deputy Chief of Protocol, the successful candidate is responsible for delivering various ceremonies, events and initiatives that positively profile Toronto and recognize and celebrate the city’s diverse communities.  

The successful candidate will work with elected officials, community leaders, organizations, the diplomatic community, Elders, and residents to deliver ceremonial events, commemorations, awards programs and receptions. They will initiate, plan, and oversee complex multi-disciplinary activities, projects, and initiatives, and provide leadership and expert guidance in protocol and event management for the Mayor, members of City Council and senior officials.

The Project Manager will bring extensive experience in protocol and event management, community engagement and partnerships, and an ability to work independently and creatively in fast-paced dynamic situations while demonstrating strong attention to detail, good judgement, political acuity, and strong interpersonal skills.

Major Responsibilities:

• Develops, manages, and implements detailed project plans and recommends policies regarding program specific requirements.
• Reviews, evaluates, and recommends detailed project plans to Strategic Protocol and External Relations’ (SPER’s) Senior Management Team, including the overall scheduling of projects and reports on the status of all subprojects.
• Anticipates, analyzes, and identifies organizational and program delivery impacts of emerging issues and activities, specifically as they relate to the City’s local response on matters of national and international significance.
• Recommends and coordinates innovative solutions and responses to manage issues, using sound professional judgement and an understanding of the unique qualities and responsibilities of working in a political environment with elected officials and various stakeholders in a positive manner, while ensuring cultural sensitivity.
• Develops, recommends, and administers project budgets and ensures that expenditures are controlled and maintained within approved budget limitations. Develops and implements project control systems, procurement oversight, cost evaluation methodologies, performance evaluation criteria, in accordance with approved corporate policies and guidelines.
• Provides professional expertise and project management skills in the development and effective implementation of the Strategic Mandate for Strategic Protocol & External Relations Unit.
• Manages and provides leadership in project development from inception stage to final design, while ensuring accurate application of the Strategic Mandate and all relevant policies and procedures for all required functions and activities.
• Communicates any potential media relations or international relations issues and makes recommendations on course of action, ensuring that management and other staff are apprised of issues impacting the service delivery of the project and any potential impact on Strategic Protocol & External Relations Unit and City Clerk's Office (CCO), or the City.
• Negotiates and implements innovative solutions to complex project challenges involving multiple stakeholders to achieve assigned objectives.
• Manages issues as they arise within projects, during delivery of project, and on-site during functions and activities often under scrutiny by media, public and members of Council with the potential for damaging results, misinterpretation, or poor perception.
• Research, monitors and reports on important global developments and trends and changes to corporate policies and practices, legislation, and initiatives by other levels of government; provides analysis, advice and support on confidential and sensitive information affecting City relationships and reputation.
• Develops, coordinates and approves effective communication activities/mediums for all levels of staff in the division and stakeholders. Communicates any risks and issues; makes recommendation on course of action and ensures management team is apprised of issues impacting the delivery of projects/initiatives and any potential impact on the City Clerk's Office and stakeholders.
• Provides input and edits, develops, and approves all communication materials (i.e. web materials, briefing notes, issues notes, agendas, scenarios, backgrounders, factsheets, speaking points etc.).
• Develops project, communication, and marketing plans (print, broadcast, outdoor and online advertising); identifies and builds relationships with stakeholders and potential sponsors, negotiates contracts, and ensures ongoing high levels of stakeholder satisfaction.
• Identifies and analyzes current projects, business processes, and practices; prepares gap analysis, needs assessments, and recommends overall solutions for program initiatives, collaborating with other Sections and Divisions on like needs to ensure the most efficient solution.
• Maintains a thorough and continuous awareness of initiatives, policies and procedures in the City’s administration, external organizations, and other orders of government to provide information, developmental services, policy reports, recommendations, and issue monitoring around all aspects of protocol and international relations.
• Maintains a thorough awareness of the vision, mission and strategic directions of the City Clerk's Office and its services and the Strategic Protocol & External Relations mandate.
• Oversees multi-disciplinary team members to ensure the delivery of high-quality project management service on Protocol and CCO projects/functions/activities.
• Works in a highly collaborative manner with internal and external stakeholder groups to ensure multi-divisional implementation of all aspects of protocol.
• Supervises, motivates and trains assigned staff working on a project, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others.
• Ensures pre-event, on-site and post event benefit fulfillment, stakeholder agreements and contractual obligations with donors, stakeholders and sponsors and ensures that City objectives are met.
• Conducts and/or coordinates appropriate training and ensures communication to staff are undertaken with respect to function/activities/projects, policies and procedures and makes revisions, as necessary.
• Delivers corporate awareness and training for protocol for a variety of audiences to enhance Toronto's reputation.
• Plans and delivers public consultation activities and civic engagement initiatives and programs.
• Represents the Section and Division in meetings with a wide and diverse range of internal and external stakeholders, City Divisions, community groups, sponsors, senior staff, elected officials, and other levels of government.
• Promotes and maintains a positive profile for the City of Toronto in the local, regional, national, and international community.
• Develops specifications, manages and issues requests for information/proposal/quotations. Reviews, analyses, and awards contracts relating to awards and services on behalf of the Section and clients in accordance with City By-laws, procedures, and policies. Manages evaluation and selection processes and contracts with suppliers. Negotiates terms and conditions of contracts.
• Prepares, develops, and negotiates agreements and contracts with suppliers, contractors, other Divisions, partner organizations, community groups, and stakeholders as required and ensures that obligations are met to the satisfaction of all partners.
• Cultivates and retains strategic relationships with the diplomatic corps, corporate representatives, media partners, local businesses, elected officials, and their staff from all orders of Canadian government and foreign governments, as well as senior level management.
• Identifies approaches, concepts, and methods of analyzing complex, and sometimes competing issues, and provides expert professional and technical advice as required.
• Ensures the quality of work and service meets Corporate and Divisional standards and employees are trained to perform work and are in compliance with all legislative regulations that apply, such as Accessibility for Ontarians with Disabilities Act (AODA), Workplace Hazardous Materials Information System (WHMIS), MFIPPA, Records Management and the Occupational Health and Safety Act (OHSA), etc.
• Acts on behalf of SPER’s Senior Management as required.
• Required to work evenings, statutory holidays and weekends and provide coverage as required.
  
  

Key Qualifications

Your application must describe your qualifications as they relate to:

1. Post-secondary education in a discipline pertinent to the job function or combined equivalent of education and relevant experience.
2. Extensive experience in protocol and official ceremonies, event production and management, intergovernmental events and ceremonies, partnerships, and/or sponsorship.
3. Extensive experience as a fully accountable project leader effectively leading multi-disciplinary project teams, while coordinating multiple creative and diverse projects as they relate to ceremonies, commemorations, awards, public events, receptions, or official visits.
4. Ability to deal with sensitive and confidential information in political and diplomatic matters with a high degree of discretion and professionalism.
5. Sound judgement, highly developed conflict resolution, and critical thinking skills with demonstrated success in situations requiring a high degree of tact and diplomacy.
6. Strong attention to detail and ability to follow-through with a high level of thoroughness and accuracy.
7. Knowledge of Canadian protocol and ceremonial practises including precedence, use of titles and flag protocol.
8. Understanding of the City's commitments towards reconciliation with Indigenous communities and equity deserving groups (i.e. Black, racialized and 2SLGBTQ+ communities) with the ability to embed equity and reconciliation considerations and priorities into program development, performance measurement, and evaluation.
9. Ability to identify opportunities to promote sustainable partnerships to enhance programs and events and develop, maintain, and enhance relationships with partnership organizations and companies.
10. Excellent strategic, analytical, and conceptual thinking skills and ability to synthesize relevant research and create and innovate.
11. Proven ability to be flexible and to thrive in a high-stress creative environment with frequent and competing deadlines, multiple tasks, and high-performance expectations.
12. Proficiency in Microsoft Office Applications (MS Word, MS Excel, MS Project); with strong spreadsheet skills and ability to work in collaborative software such as Confluence, Jira, SharePoint, etc.
13. Familiarity with relevant government legislation in Occupational Health and Safety, Municipal Freedom of Information and Protection of Privacy Act, Accessibility for Ontarians with Disabilities Act, and other relevant legislation and regulations.
14. Fluency in one or more languages of the City’s International Alliance Program members and/or French would be an asset.
15. Candidates must be able to work variable hours and weekends as required, and travel for work if required.

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.