Operations Coordinator

About the Organization

The Uxbridge-Scott Agricultural Society has been operating the Uxbridge Fair for over 160 years, producing one of Durham Region’s most beloved community events each September. The Society is governed by a volunteer Board of Directors and supported by a small management committee and two paid positions. The Uxbridge Fair is a three-day annual event held the weekend after Labour Day, drawing thousands of attendees, exhibitors, and vendors.

About the Role

Following the retirement of the Society’s long-serving Fair Manager, the Operations Coordinator role has been created to serve as the organizational anchor of the fair’s operations. Rather than a single manager holding all institutional knowledge, the Society is transitioning to a model in which a small volunteer management committee shares operational responsibilities — with the Operations Coordinator serving as the connective tissue: coordinating across areas, maintaining records, managing supplier relationships, and ensuring that nothing falls through the cracks.

This is a role for someone who is organized, proactive, and comfortable working in a volunteer-driven community environment. The successful candidate will not be expected to execute all tasks personally, but will be responsible for initiating, coordinating, and tracking them, and for ensuring the right people have the information they need at the right time.

Key Responsibilities

Supplier Contracts and Service Bookings (Year-Round)

Beginning in February of each fair year, the Operations Coordinator contacts and confirms all external service providers and suppliers, including but not limited to:

• Portable toilets, tents, bleachers, lighting towers, dumpsters
• Security (Westforce), medical (LT Event Medical), gate staff (Admit All)
• Midway (World’s Finest Shows), demolition derby (Impact Motor Sports)
• Pay duty police, fire department, and bylaw support
• Shuttle bus, golf carts, wristbands, washroom cleaner
• Overflow parking area agreements (four locations)
• Community group arrangements (Scouts, Swim Team, Pipe Band, others)

The Operations Coordinator initiates all supplier contacts and presents contracts to the executive for review prior to signing. The Operations Coordinator does not sign contracts unilaterally. Day-of liaison responsibilities are handed off to the appropriate management team member.

Liaison and Governance (Year-Round)

• Serves as the primary point of contact between the Society and the Township of Uxbridge (Parks and Roads, Bylaw, and related departments)
• Monitors and responds to OAAS (Ontario Association of Agricultural Societies) communications and provincial policy updates
• Maintains ongoing relationships with community partner groups — confirming participation, exchanging information, and ensuring agreements remain current
• Files the annual insurance form with the Township and ensures relevant certifications and authorizations are up to date
• Ensures the Society is included in the Township’s annual pre-fair coordination meeting with Bylaw, Parks, Fire, and Police — and that the coordinator is in the loop before August
• Attends OAAS convention (February) as a Society representative

Administrative Coordination (Year-Round)

• Maintains the master supplier and contact list, including preferred contact method for each
• Maintains the Annual Task Calendar and uses it to track the status of all ongoing responsibilities
• Prepares agendas and minutes for Management Committee and Executive meetings
• Ensures a signature line is included on all minutes for presidential approval, in accordance with the Society’s constitution
• Ensures fair board membership records and fees are current
• Routes all incoming invoices to the Treasurer
• Prepares and distributes fair planning updates to the executive and management team throughout the year
• Prepares a post-fair summary report for the AGM and files all fair year contracts and correspondence

Fair Week Coordination (September)

During fair week the Operations Coordinator’s role is primarily coordination and communication, not physical setup. Specific responsibilities include:

• Confirming all supplier arrivals and coordinating site access with the relevant management team members
• Ensuring the pre-fair Township coordination meeting has taken place and all parties are appropriately briefed
• Serving as the central communications point for the management team — all four team members should be copied on relevant correspondence
• Maintaining availability throughout fair week for questions, issues, and escalations

Who We’re Looking For

Availability and Flexibility

This role requires year-round responsiveness — not just during fair week. The ideal candidate has schedule flexibility that a full-time employment commitment would not easily accommodate. We are specifically looking for someone who is retired, semi-retired, or otherwise has flexible availability throughout the working week and year.

Organizational Skills

The Operations Coordinator needs to be the kind of person who keeps a calendar, follows up without being asked, and maintains organized records. The role involves tracking a large number of moving pieces across several months. Experience in project coordination, office administration, event management, or a related field is an asset.

Technology Comfort

Proficiency with email, calendar management (such as Microsoft Outlook or Google Calendar), and shared documents is required. Comfort with or openness to using tools such as AI for drafting correspondence and staying organized is a strong asset. This will be discussed during the interview process.

People Skills

The Operations Coordinator works with a wide variety of people: suppliers, Township staff, emergency services, community organizations, and volunteers. The ability to communicate clearly, build trust, and maintain relationships — while also being able to hold a supplier accountable to a contract — is essential.

Fair or Event Experience

Prior experience with an agricultural fair, community festival, or large volunteer-run event is strongly preferred. Familiarity with how fairs operate will significantly reduce the learning curve. That said, the right candidate who is eager to learn and is willing to be mentored by existing committee members and staff will be considered.

Note on Job Share Arrangements

The Society is open to considering a job share arrangement for this position, where two individuals together fulfill the Operations Coordinator role. Candidates interested in this arrangement are encouraged to identify a potential partner and apply together. Both individuals would share the honorarium and would be expected to ensure seamless communication and continuity between them.

How to Apply

Interested candidates should reach out to the President or any member of the executive at their earliest convenience. This is a relationship-driven role in a small community organization; formal applications are welcome, but a conversation is often the best starting point.

Contact: Rob Ashton, President

Uxbridge-Scott Agricultural Society