Company Name: Girl Guides of Canada
Location: Toronto, ON
Type: Full Time
Salary: $65,100.00 – $78,000.00
Job Description:
The Events Team Lead is responsible for the planning, coordination, and execution of Ontario Council’s major events, ensuring seamless delivery and exceptional participant experience. This role oversees all logistical components for large-scale events and serves as the primary staff resource supporting volunteers in multiyear budget planning and event critical path development. year budget planning and event critical path development.
The purpose of this position is to support the Ontario Council in delivering successful events through comprehensive planning, effective execution, and thoughtful post-event reviews.
In This Role You Will
Event Planning & Strategy
- Collaborate with internal stakeholders to develop event concepts, objectives, and success measures.
- Alongside event committees, develop multi-year event plans, including project charters, execution timelines, multi-year budgets, and logistics.
- Oversee the creation and management of event critical paths, ensuring all milestones are clearly defined and met.
- Conduct site research, vendor assessments and feasibility planning for locations and logistics.
- Collaborate with internal and external stakeholders to develop key event resources and milestones, including but not limited to risk management plans and programming resources.
Logistics & Operations
- Manage all logistical components of large-scale events, including registration, transportation, accommodation, food services, equipment, accessibility, emergency planning, financials, on-site event flow and programming.
- Able to travel and work flexible hours, including evenings and weekends, to execute events as needed.
- Coordinate vendor relationships and contracts, ensuring compliance with Girl Guides of Canda policies and legislation.
- Oversee all on-site event operations, scheduling, set-up, execution, and tear-down.
- Ensure adherence to safety, risk management and girl protection protocols.
Budget & Financial Oversight
- Develop and manage detailed event budgets including multi-year planning and forecasting, cost modeling, and expense tracking.
- Oversee the full financial lifecycle of each event, including creation, approvals, monitoring and reporting, variance analysis, and reconciliation.
- Track expenditures and revenue in real time to ensure events remain financially viable and aligned with Ontario Council expectations and organizational financial policies.
- Prepare and present financial updates to Council leadership, volunteer event committees and senior staff, highlighting risks, emerging cost pressures, and mitigation strategies.
- Collaborate with internal stakeholders to ensure contracts, vendor payments, and purchases are executed and align with policies and procedures.
- Provide regular financial updates to Council leadership and volunteers leads.
- Acting as the key liaison to core staff on the Finance team to ensure smooth process flows and accountability.
Stakeholder Engagement & Collaboration
- Provide leadership, direction and oversight to event staff including seasonal, temporary or contracted team members.
- Support the recruitment, onboarding, training, and scheduling of staff and volunteers to ensure operational readiness.
- Set clear expectations, monitor performance, and provide coaching and problem-solving as required.
- Collaborate with volunteers during evenings and weekends as needed to ensure successful planning and delivery of events and initiatives.
- Build and maintain strong relationships with volunteer event leads, acting as the primary staff resource for Event Committees, as well as internal departments, external vendors, and other partners.
Marketing & Communications
- Partner with the Marketing and Communications team to support the development and distribution of event communications including participant guides, FAQ documents, web content, and internal updates.
Post-Event Analysis & Continuous Improvement
- In conjunction with the Data and Research Team, lead post-event evaluations, including feedback collection, analysis and debriefing.
- Identify areas for process improvements across logistics, planning, staff / volunteer support and participant experience and implement best practices for future events.
- Maintain accurate documentation and knowledge-sharing resources for integration into future planning cycles.
General
- Apply organizational policies regarding stakeholder communication, customer service, diversity, equity and inclusion to content and communications, and industry best practices and accessibility standards (e.g. AODA).
- Adhere to all relevant policies, procedures, and practices.
- Liaise with other departments as required.
- Provide general, ongoing support to members/volunteers, responding to/directing inquiries and consulting with the appropriate groups and individuals to support the mission and vision of GGC.
- Flexible to travel as required.
- Other duties as assigned.
You Should Apply If You Have The Following
Education, Designations and Certifications
- Degree in event management, business, marketing or related field (or equivalent experience).
Prior Work Experience
- Minimum 5 years of experience in event planning, project management, or logistics, ideally in a nonprofit or youth-focused environment.
- Experience supervising staff or leading teams in an event, operational or program delivery setting.
- Experience collaborating closely with volunteer partners.
- Experience working in a fast-paced environment, managing multiple priorities effectively.
Competencies (Knowledge, Skills & Abilities)
- Project Management & Organization – Ability to manage multiple events simultaneously with strong attention to detail and efficiency.
- Stakeholder Engagement & Relationship Management – Skilled at collaborating with diverse stakeholders and fostering positive relationships.
- Budget & Financial Acumen – Experience managing budgets, negotiating contracts, and ensuring financial accountability.
- Problem-Solving & Adaptability – Ability to anticipate and resolve challenges quickly and effectively.
- Communication & Presentation Skills – Strong verbal and written communication, with the ability to present information clearly.
