Advancement Officer, Events

2 weeks ago

Hamilton, Canada Hillfield Strathallan College Full time

**Position Overview**:
Reporting to the Director of Advancement and Communications, the Advancement Officer, Events and Scheduling will be responsible for the planning and implementation of a variety of College and Advancement events to motivate increased and continued support for HSC, and enrich the HSC experience for our community.

**Responsibilities**:
**Event Coordination**:

- Oversees the day-to-day operations of the events portfolio including Advancement events (New Parent Dinners, Gala, Donor Celebration Events), traditional College events (Annual End-of-Year Celebrations, Remembrance Day Ceremony, Carol Service) and all four school-related events;
- Assists in the full coordination of all Alumni events in accordance with the Alumni Relations Officer (Homecoming, Annual Golf Classic, Alumni Events, Hockey Tournament);
- Coordinates with all four schools and Admissions on a variety of in-house events in a client-service capacity;
- Designs impactful events while building consensus among internal and external stakeholders (i.e., volunteers, staff and faculty, alumni, parents);
- Collaborates with Advancement and Communications department, College leadership and event committee(s) in the development of marketing materials and event collateral;
- Leads all activities on day(s) of event including on-site production, catering, audio visual, entertainment, decor and clean up as necessary;
- Assists in the development and updating of event planning documentation (budget, critical path, vendor contracts);
- Co-facilitates event-related committees along with committee chairs as required;
- Acts a liaison with the Operations department.

**Volunteer Coordination**:

- Working in conjunction with Human Resources, the incumbent is responsible for ensuring all volunteers are up-to-date with their Police Record Checks;
- Provides direction to all volunteers for special event duties;
- Communicates frequently with volunteers to ensure they are satisfied and well-placed;
- Works with the Communications department to celebrate National Volunteer Week;
- Facilitates volunteer committees as required including the Gala committee and other school-related committees.

**Administrative**:

- Prepares and manages budgets, and provides progress reports to key event owners for each event project;
- Coordinates scheduling of all events and any requested needs on the school-wide calendar;
- Participates in the yearly calendar meeting with all School Life Coordinators;
- Creates and distributes meeting minutes and supporting documents for all planning and post-event meetings;
- Completes all purchase orders for vendors (audio/visual, florist, catering, photography, etc.);
- Collaborates with the Advancement Services Coordinator to enter donor information, event invitation and participant lists in Raiser's Edge database;
- Completes all web updates and online registration pages;
- Ensures timely distribution of communications including print materials, web updates, and invitations.

Other related responsibilities:

- Other duties as assigned.

**Qualifications**:
**Education**:

- Post-secondary degree or post-secondary diploma in a related field (preferably Marketing, Public or Community Relations, Event Planning or Hospitality)

**Experience**:

- 2+ years proven experience in special event planning, preferably in the not-for-profit sector;
- Knowledge of marketing principles, sponsorship strategies and promotion plans;
- Experience working with and creating budgets;
- Smart Serve Certification is considered an asset;
- Valid Safe Food-Handling Certification is considered an asset;
- Understanding of Microsoft Suite is required as well as knowledge of Adobe Suite and experience in the Raiser's Edge donor database program is considered an asset.

**Skills**:

- Highly detail-oriented, results-driven and organized; superior project management and planning skills required;
- Ability to handle competing demands and stressful situations with professional composure;
- Ability to work collaboratively and build strategic relations with others;
- Excellent written and oral interpersonal communication with marketing and communications skills;
- Must be able to anticipate project needs, discern work priorities, and meet deadlines with autonomy, and be willing to work occasional evenings and weekends.

**Attributes**:

- Collaborative and flexible team-player;
- Customer service and results-focused orientation;
- Demonstrated tact, diplomacy and discretion.

**Working Conditions**:

- The Events Officer is required to frequently perform many tasks involving moderate physical activity, extensive walking and standing, and moderate to heavy lifting over 25 lbs.

**Please indicate your interest by submitting a resume and covering letter by 4:00 p.m. on Wednesday, July 5, 2023.**

Our commitment to inclusion across gender, age, religion, identity and experience moves us forward and creates a sense of community at HSC that we are proud of, wher

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