Always In Motion

Position Title – MATERNITY LEAVE CONTRACT (15-month contract)

Event Operations Facilitator

Reports To

President & CEO

Working Relationships

President & CEO, Event Operations Facilitator (MTB/CX), Event Operations Coordinator, Sport Performance Staff, Business Manager, Club Relations & Membership Manager, Marketing & Communications Manager, Event Organizers, Commissaires, Volunteers, Athletes, Coaches and Team Managers.

Qualifications:

3-5 years’ experience organizing and managing events.
3-5 years’ experience managing and working with volunteers.
3-5 years’ experience in working within amateur sport and club-based systems.
3-5 years’ experience working within an event delivery team.
University or College level event management and/or sport management.

Overview

1. The Employee is exceptionally organized and a strong communicator who thinks creatively and is empowered to make event organization, design decisions, and execute strategy in alignment with Ontario Cycling’s mandate, mission, and objectives.

2. The Event Operations Facilitator is a key member of the team responsible for the development, implementation, and monitoring of the Ontario Cycling events strategy. The strategy will encompass all elements of the development and delivery of the annual event calendar for all disciplines and all cycling events across Ontario. The responsibilities will include, but are not limited to, track and road events, financial tracking, event development, reporting and logistics planning. The Employee will work closely with the President & CEO and Event Team to support and achieve Ontario Cycling’s strategic objectives.

Authority

3. The Employee will have the authority to: a. Develop clear and effective delivery mechanisms for competition & events.

1. Suggest new policies and procedures to help improve business processes and efficiencies.
2. Identify, develop, and manage risk management plans for the competitions and events within their portfolio.
3. Employ or engage under contract such people as deemed necessary to carry out the work of the OC (Ontario Cycling) in accordance with Ontario Cycling’s policies and procedures.
4. Seek out and develop strategic partnerships with external stakeholders to further enhance the objectives of Ontario Cycling and elevate the experience of members at events.
5. Make expenditures for the purpose of furthering the objects and purposes of Ontario Cycling in accordance with Ontario Cycling’s policies and procedures.
6. Represent Ontario Cycling at partner and stakeholder meetings as determined by President & CEO.
7. Perform any other duties from time to time as may be in the best interests of Ontario Cycling.
8.  

Scope of Services

4. For Ontario Cycling, the Employee will be a key member of the team responsible for the administration, coordination, and successful execution the Ontario Cycling event and competition portfolio, including, but not limited to:

• In partnership with the Events Team, develop an annual event plan and calendar across all disciplines.
• In partnership with the Events Team and the Business Manager, develop and manage the annual event budget.
• In partnership with the Events Team & Marketing & Communications Manager, develop and manage all vendors, strategic partnerships, and stakeholders within the events & competition portfolio.
• In partnership with the Events Team, source, manage and work with event timers and contract event personnel.
• Oversee the development of competition & event hosting tools and resources for event organizers in their portfolio, including webinars, education, and community outreach.
• Working with the Marketing & Communications Manager on event promotion and marketing, including but not limited to, providing all technical guide information for branding, providing all information related to logos and strategic partnerships for events, providing all content related to the competition & event portfolio within the communication schedule timelines for all website updates, news postings and social media, providing pertinent information to ensure key announcements, deadlines, results and any event changes are communicated effectively and in a timely manner, create an event promotion social media calendar for all events in the portfolio, and strategize on improving communication and reach for events. g. In partnership with the Marketing & Communications Manager, source, design and manage, including but not limited to, prizing, participant bibs and event signage. h. Work with the Sport Performance Team to ensure alignment of competitive programing with high performance requirements.
  • Respond to all queries related to Ontario Cycling Competition & Events, including the shared responsibility of the shared events email.
  • In partnership with the Event Team, source, manage and track all equipment related to events and competitions.
• Track Events: Oversee and manage the delivery of the Ontario Cycling Track Events including but not limited to the Ontario Cup (OCup) Series, Youth Track Development Series, and Provincial Track Championships. This includes oversight over the team to:
  • Establish and update track event guidelines, establish calendar of events in coordination with key partners including Cycling Canada.
  • Develop all technical guides and related required documents.
  • Leading all on-site set-up, tear-down and all operations and logistics for each event.
  • Act as the on-site Event Organizer and Technical Delegate at Ontario Cycling Track events.
  • Coordinate pre/post emails for participants of all Ontario Cycling track events.
  • Develop a postseason report addressing the highlights and areas of improvement for future events.
• Road/Gravel Events: Working with the Ontario Cycling Road Organizer, support in the delivery of the Ontario Cup (OCup) Road Events including but not limited to the OCup and Provincial Road Championships. This includes:
  • Establish and update road event guidelines.
  • Establish calendar of events.
  • Develop all technical guides and related required documents.
  • Act as the on-site lead at the Ontario Cycling Road Events.
  • Coordinate pre/post emails for participants of all Ontario Cycling Road events.
  • Coordinate pre/post emails to all sanctioned road and gravel events.
  • Work collaboratively with the Business Manager to invoice all road and gravel events accordingly and to track all injury reports.
  • Work with Membership and Club Relations Manager to vet registration lists prior to event and post member/nonmember data when applicable.
  • Develop a postseason report addressing the highlights and areas of improvement for future events.
• • Oversee and manage the event registration system for all Ontario Cycling events.
  • Work with the Event Team in the development and delivery of an annual SWOT analysis for the Ontario Cycling Team on the competition & events portfolio, including the event participation survey, data analysis, event organizer reports, commissaire reports, gap identification & solutions, emerging risk and risk analysis and provide suggestions for improvements within processes and policies.

Work Hours, Location & Overtime

5. The Employee will work a minimum of thirty (30) hours per week with the discretion to manage these hours based upon the Employer’s needs, which may require evening and weekend work subject to holidays, vacation, sick leave and building closures. This is a PT/4-day work week role.

6. Work will primarily be conducted at the Employer’s offices in Milton, ON and other locations as necessary and as approved by the Employer, including but not limited to selected events which may take place in the evening and on weekends. (A Hybrid work option may be available upon approval by the President & CEO)

7. Due to the nature of the work, there will be travel and work done outside of regular business hours which may include adverse weather conditions. The Employee should be prepared to be dressed according to the weather and outdoor conditions.

8. The Employee is not entitled to overtime payments but is allotted permission to take time in lieu of in accordance with the Employer’s policies and procedures found within the Employer’s Employee’s Handbook,

Consideration

9. OC will pay or provide the Employee consideration as follows: a. Salary in the form of an annual gross base salary less statutory deductions, which will be payable on the 15th & 30th of each month. b. Reasonable out-of-pocket expenses incurred during employment and aligned with the Employer’s expense policies and procedures, subject to the delivery of appropriate statements and receipts.

Holidays and Vacation

10. The Employee will vacation during each year according to their employment agreement. 11. The Employee is entitled to pay during all statutory holidays as described in the Ontario Employment Standards Act.

If you are interested in applying for this role, please send your resume and cover letter to care[email protected] by Monday, September 18th at 5:00pm EST. Please do not apply through this post.

Only candidates selected for an interview will be contacted.