Event Co-Ordinator
Stollery Children’s Hospital Foundation
Salary: $59,500 - $67,000
Helping to give all kids the best chance to live a long and healthy life — that’s what we do at the Stollery Children’s Hospital Foundation. Is that what you want to do, too?
The Position
We are looking for an Event Co-ordinator who will be responsible for event support, data management, and administrative support to enhance the functioning and overall performance of events.
Everything we do is for Stollery kids and their families. As a member of our team, you’ll work in a trust-based, collaborative culture with solution-focused team members who encourage ideas, take initiative, embrace change, and celebrate successes.
The Stollery Children’s Hospital Foundation (the Foundation) is strongly committed to an inclusive, respectful, and equitable workplace that represents the communities we serve. We value applicants with a diverse range of skills, experiences, and competencies, and especially welcome applications from racialized persons/persons of colour, Indigenous Peoples, persons living with disabilities, 2SLGBTQIA+ persons, and others who may contribute to the further diversification of ideas.
Key Responsibilities
Reporting to the Senior Manager, Events, Volunteer Engagement and SWN, you will:
Event support:
Participate in internal/external operational meetings; distribute agendas & prepare and distribute meeting minutes
Participate in post-event evaluation and identify opportunities for improvement
Respond to general questions from donors and participants through phone and/or email
Update and manage event information on the website
Track information to support special events planning, including registration and peer-to-peer fundraising totals
Pull reports and attendee lists to support event communication and stewardship
Co-ordinate tax receipting for events, ensuring accuracy of receipting requirements. Assist with tax receipt inquiries
Assist events team in maintaining registration and peer-to-peer fundraising pages required for events
Support event team to complete on-site set-up and event roll-out
Provide on-site coordination and role-specific training for volunteers and staff to ensure they successfully fulfill their duties
Provide on-site troubleshooting as necessary for issues that arise
Manage event mail-outs, including registration packages and incentives
Conduct research to identify potential prospects for sponsorship, and to identify potential gift-in-kind (GIK) partners
Secure event silent auction items and/or gift in kind donations
Manage live and silent auction process and arrange or accept payment for purchases
Follow up with auction purchasers and/or donors and assist with follow through of purchase commitments
Manage the GIK process to ensure benefits are fulfilled, donations are tracked and donors are thanked
Steward and build relationships for gift in kind contributions, auction items, event giveaways, etc
Maintain donor records in Raiser’s Edge including regularly input of proposals and stewardship activities
Manage event supply inventory, track proper quantities and re-order as needed
Work with Events and External Relations & Communications teams to complete and manage event collateral inventory and spreadsheets
Create sponsorship signage using templates provided by ER&C
Work with external vendors to order event collateral
Participate in cheque presentations and other recognition
Represent the Foundation’s values and leadership competencies at all times; be an example for others
Provide support to the planning of various other events (ex. donor recognition events)
General administration:
Promote the ‘one team’ culture by working across the Foundation to provide support and expertise as needed
Actively promote, participate in, and be an ambassador of the Foundation’s fundraising activities and events as needed (this can include evening and weekend activity)
As our ideal candidate, you’re someone who is:
Educated, ideally with a bachelor’s degree or diploma in a related field or a combination of equivalent skills and experience
Experienced with a minimum of two (2) years in events and/or administration
Experienced with Adobe Illustrator and editing vector files
Able to demonstrate strong written and verbal communication skills
Able to work collaboratively with internal and external stakeholders and with a wide variety of personalities and situations with discretion
Able to demonstrate excellent administrative and computer skills, with working knowledge in the Microsoft Office suite of products, Raiser’s Edge (or similar database system) and Adobe programs
Knowledgeable of peer-to-peer fundraising platforms
Familiar with web content management systems and web design
Highly disciplined with the ability to manage multiple priorities, has an eye for detail and ability to follow through and deliver on a variety of commitments and deadlines
Able to demonstrate strong planning, organizational and problem-solving skills; able to make sound decisions
Able to thrive in a dynamic, fast-paced environment; is flexible and adaptable to changing circumstances and unexpected issues
Approachable, open, self-motivated, accountable, flexible, tactful and professional
Positive with a solution-focused attitude who can take initiative and work both independently and as part of a dynamic team
Passionate about children’s health and building grassroots movements
Able to work flexible hours, evenings and weekends, and travel as required
Able to maintain a valid class 5 driver’s license with personal access to a properly insured vehicle
Additional Information
Our successful applicant will be required to undergo a background and credit check
Our successful applicant will be required to maintain a valid driver’s license and access to a properly insured vehicle
The salary range for this position is $59,500 to $67,000 annually.
If this position describes you and you’re motivated to make a difference in the lives of children, we invite you to submit your cover letter and resumé. This position will remain open until July 20, 2025 or until we find a qualified candidate who’s a great addition to our vibrant culture.
To apply, please email: jobs@stollerykids.com
** Enter “Event Co-ordinator” in the subject line.