PROJECT MANAGER CITY CLERKS OFFICE (Ceremonial Documents)

Job ID: 56597
Job Category: Project Managment
Division & Section: City Clerk's, City Clerk's Strat Protocol & Ext Rel
Work Location: City Hall, 100 Queen St W, Toronto, M5H 2N1
Job Type & Duration: Full-time, Temporary ( 12 month) vacancy
Salary: $103,431.00 - $141,247.00
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 15-Sep-2025 to 29-Sep-2025

Are you an experienced team leader who enjoys writing and editing and is passionate about community engagement? Are you a proactive and self-directed professional who can take ownership of a wide range of projects and drive them to completion with minimal supervision, while working in a fast paced, dynamic work environment?

Reporting to the Manager, Partnerships & Community Relations, the successful candidate will play a leadership role as part of the Community Recognition Team with the principal focus of leading the delivery of the City’s Ceremonial Documents and Correspondence program.

In this role, the Project Manager will advance Strategic Protocol & External Relations (SPER) programs that celebrate and recognize Toronto’s diversity, working with residents, community leaders and organizations, the diplomatic community, elders and elected officials.

The Project Manager will have superior writing and editing skills which will be used to lead team members for successful program delivery. The Project Manager will have a high degree of political acuity and sound judgement while working with multiple and diverse stakeholders, independently navigating sensitive and complex issues in a fast paced environment. Demonstrated experience working with elected officials, City Divisions, community partners and members of the public are also required of this role.

Major Responsibilities:

Develops, manages, and implements the City’s Ceremonial Documents and Ceremonial Correspondence Program ensuring successful program delivery.
Manages and provides leadership for assigned projects from inception to completion, ensuring the City of Toronto is positively profiled on the local, national and international stage.
Anticipates, analyzes and identifies organizational and program delivery impacts of emerging issues and activities, specifically as they related to the City’s local response on matters of national and international significance.
Recommends and coordinates innovative solutions and responses in matters of issues management using sound professional judgement.
Communicates potential international relations or media issues and makes recommendations on courses of action, ensuring management is apprised of issues impacting the service delivery of the project and any potential impact on Strategic Protocol & External Relations Unit and the City Clerk's Office (CCO), or the City.
With a strong knowledge of current affairs, monitors and reports on important global political and economic as well as cultural developments, trends and changes to corporate policies and practices, legislation and initiatives by other levels of government and municipalities in other countries; providing analysis, advice and support on confidential and sensitive information affecting the City international relationships and reputation; assesses resource requirements to support option development and implementation; and proposes improvements to processes and policies
Cultivates new partnerships and retains existing relationships with various internal and external partners including, diplomatic corps, corporate representatives, media partners, local businesses, elected and appointed officials and staff from all orders of and international governments, as well as internal senior level management.
Independently creates, develops, and approves communication and briefing materials (i.e., ceremonial documents, web materials, briefing notes, issues notes, agendas, scenarios, backgrounders, factsheets, speaking points etc.).
Develops, coordinates and approves effective communication activities/mediums for the Division, and for Members of Council to ensure the international relations plan is widely understood in all strategic and day-to-day decision-making.
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.
Identifies and analyzes current projects, business processes and practices; prepares gap analysis, needs assessments, and recommends overall solutions for project and operational initiatives, collaborating with other Sections and Divisions on like needs to ensure the most efficient solution.
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 and municipalities worldwide.
Identifies approaches, concepts, and methods of analyzing complex, and sometimes competing issues, and provides expert professional and technical advice as required as well as briefing notes for senior and elected officials on issues as they arise and as background for visits and initiatives.
Oversees multi-disciplinary teams 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, 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.
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 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.
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.
Required to work evenings, statutory holidays and weekends and provide coverage as required.
Acts as Manager, in his/her absence.

Key Qualifications:

Post-secondary education in a discipline pertinent to the job function or combined equivalent of education and relevant experience.
Considerable experience as a writer and editor in areas such as public affairs, community relations or government relations.
Extensive experience leading multidisciplinary project teams in high-pressure environments, applying effective risk management, negotiation, and conflict resolution techniques to achieve successful outcomes.
Extensive experience engaging with multiple stakeholders, demonstrating political acuity while building effective relationships across all levels of the organization or government while exercising sound judgement with contentious and sensitive matters.
Superior written, verbal, editing, presentation, analytical, briefing, conceptual thinking and interpersonal skills with a proven ability to develop effective and collaborative relationships both internally and externally stakeholders elected officials, foreign and other orders of government the public and the media.
Sound judgement, highly developed conflict resolution, and problem-solving skills with demonstrated success in situations requiring a high degree of tact and diplomacy and dealing with sensitive and confidential information about political and diplomatic matters with a high degree of discretion and professionalism.
Understanding of 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.
Ability to supervise staff including training, providing leadership and promoting effective teamwork.
Extensive understanding of geo-political issues and how those issues impact the City and its residents.
Ability to identify opportunities to promote partnerships that are sustainable to enhance service and develop, maintain and enhance relationships with professionals and community members of diverse background and cultures.
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.
Proficiency in Microsoft Office Applications (MS Word, MS Excel, MS Project); possess solid mathematical and strong spreadsheet skills and ability to work in collaborative software such as One Drive, Confluence, Jira, SharePoint, etc.
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.
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.

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