Staffing Manager
- 3 days ago
- 4 min read
Title: Staffing Manager
Company: XMC Sponsorship & Experiential Marketing Agency
Team: Staffing Solutions
Type: Full Time
Salary Range: $67,500 - $85,000
Location: Toronto/GTA - Hybrid Role (Minimum 3 days/week in office)
Apply to: Shawna Freitas: Shawna@xmc.ca
COMPANY OVERVIEW
XMC is an award winning Canadian based marketing agency that believes Experience is Everything. This belief informs our strategic approach for creating organic moments and delivering consumer engagements that capture interest and drive memorable campaigns. Our data first thinking allows us to integrate the consumer experience through multiple channels including Sponsorship, Experiential Marketing™, and media that deliver beyond expectations for brands.
ROLE OVERVIEW
The Staffing Manager leads the planning, recruitment, budgeting, and execution of XMC's Staffing Solutions programs, ensuring every activation is staffed with the right people, in the right place, at the right time, and within budget.
Responsible for the operational success of the Staffing Solutions department, this role oversees workforce planning, recruitment strategy, staffing budgets and estimates, labour forecasting, field team development, and execution excellence across a range of client programs and markets.
Working closely with Account Managers, clients, and internal teams, the Staffing Manager brings a positive, solutions-oriented mindset and takes pride in building and leading high-performing field teams that deliver exceptional brand experiences across Canada.
CORE RESPONSIBILITIES
Overall
Provide leadership within XMC's Staffing Solutions department and support effective program management
Support and contribute to the development of staffing and program strategies across a range of client accounts
Lead, mentor, and support a team of Staffing Coordinators and field staff
Own recruitment strategies and deployment plans for regional and national programs
Collaborate with account leads to forecast staffing needs and allocate internal resources accordingly
Review staff and client feedback, event data, and program results to drive performance improvements
Maintain a strong understanding of applicable employment standards, workplace requirements, and client-specific compliance expectations
Understand the pace, timelines, and logistics associated with high-volume experiential staffing
Strategic Staffing & Program Management
Oversee staffing functions across assigned programs, from recruitment and onboarding through scheduling, onsite compliance, and payroll administration
Design and execute scalable hiring campaigns to build and maintain qualified talent pools for events, activations, and experiential programs
Develop regional staffing strategies that support program requirements and market needs
Lead and build relationships with clients, venues, suppliers, and program partners based on mutual respect and executional excellence
Work closely with field and account teams to evaluate and optimize program delivery
Proactively resolve high-impact field issues, including last-minute cancellations, underperformance, scheduling gaps, and partner concerns
Be present onsite at key venues and flagship events to oversee execution, manage staff, and troubleshoot in real time where required
Cultivate ongoing relationships with top-tier talent to support retention and rapid redeployment
Payroll, Administration & Reporting
Maintain accurate tracking systems for shift scheduling, attendance, and payroll
Input, review, and approve staff timesheets and expense submissions
Upload payroll documents to the appropriate folders and internal systems
Work with payroll systems, applicant tracking systems, and workforce management tools as required
Develop, manage, and reconcile program budgets for staffing operations
Build key program communication and planning documents, including budgets, critical paths, staffing plans, and workback schedules
Hold venues, suppliers, and teams accountable to deadlines for production and onsite event execution
Work with clients, field and account teams, and other stakeholders to identify insights and opportunities before, during, and after program execution
XMC Morale
Foster a strong, collaborative team culture by leading with positivity, sharing strategic insights, and creating an environment where team members feel supported and valued
Model exceptional work ethic, professionalism, and adaptability, setting the tone for reliability and flexibility across the team, including during non-traditional hours and under tight timelines
Apply advanced problem-solving skills and critical thinking to navigate complex challenges while inspiring the team to consistently exceed expectations
EDUCATION, SKILLS & EXPERIENCE
Post-secondary education in Business, Marketing, Human Resources, or a related field.
3+ years of experience in staffing, recruitment, experiential marketing, or talent acquisition, including at least 2 years in a supervisory or managerial role.
Proven experience leading high-volume staffing programs across multiple events, clients, or markets.
Experience supporting experiential marketing, events, activations, retail programs, or other field-based operations.
Strong understanding of brand standards, consumer engagement, and field execution requirements.
Knowledge of Canadian employment standards and workplace compliance practices.
Experience with scheduling tools, payroll systems, applicant tracking systems, and workforce management software; Ceridian experience is an asset.
Strong leadership, coaching, and interpersonal communication skills.
Ability to manage a high volume of deadlines, shifting priorities, and field escalations in a fast-paced environment.
Collaborative and solutions-focused mindset with strong organizational skills and attention to detail.
Budget and financial experience supporting program development, staffing costs, incentives, reconciliation, and variance reporting.
Ability to travel and work occasional evenings, weekends, or non-traditional hours based on program requirements.
Bilingualism in French and English is an asset.
XMC's VALUES
X-Factor Excellence: We aspire to work with people who treat others with empathy and respect, champion positive candor, and foster resilience to bounce back from challenges with a positive mindset.
Trust & Credibility: We take ownership of our actions, pursue excellence through high standards, and build trust by establishing a foundation of reliability and credibility.
Culture Creators: We approach challenges fearlessly through a “can-do” approach that earns us the respect of clients. We instill confidence through exemplary leadership, celebrate achievements as a united team and nurture an environment that promotes continuous development for sustained growth.
Harmonious Collaborators: Seamless collaboration allows our teams to achieve our shared goals, encourage curiosity, and foster an open exchange of ideas and perspectives that drive innovation and client success.
RESUME SUBMISSION
Resumes to be submitted in confidence to Shawna Freitas: shawna@xmc.ca
Stay up to date on job opportunities on Instagram: @xmcmarketing
We thank all those who submit applications; however only those candidates selected for an interview will be contacted. XMC is proud to be an equal opportunity employer (EOE). XMC is committed to providing an accessible recruitment process. Accommodations are available upon request for candidates taking part in all aspects of the selection process.
About XMC: Founded in 2006, the XMC Group of Companies and its dynamic team of industry professionals provide strategic counsel, negotiation, execution, data analytics and measurement of sponsorship and Experiential Marketing™ programs and services. By leveraging a shared passion for sport, music, culture and cause, XMC connects with consumers, creates deep engagement, and inspires target action. With over $2.1B in deals negotiated, activated and/or evaluated, XMC delivers client success by taking ownership, inspiring confidence, and exceeding expectations.
