Event Specialist

7 months ago

Edmonton, Canada University Hospital Foundation Full time

**Our Background**

Are you ready to be part of an organization that is transforming healthcare in Alberta?At the University Hospital Foundation, we are passionate about helping people live longer and better lives, especially those in need of life-saving surgeries and innovative treatments. We are agents of hope who fearlessly tackle seemingly insurmountable challenges with the same determination and purpose-driven intensity as the healthcare teams we support.

Through the fundraising and stewardship, we inspire, connect, and empower world-class hospitals, doctors, researchers, and clinicians to discover critical treatments, cures, and possibilities that exist beyond today’s bedside. We bring health innovation leaders from private industry together with Alberta’s health ecosystem to provide hope for living healthier lives.

**The Role**
The Events Specialist, reporting to the Manager of Signature Events, collaborates with all departments of the University Hospital Foundation ( UHF) to plan, manage, and execute UHF events. This position is instrumental in ensuring the successful planning and execution of UHF's signatureevents, such as Festival of Trees and Heart Pledge Day, as well as other recognition events.

This position requires experience in event coordination, strong administrative skills, volunteer management, project management, multitasking, and effective communication and prioritization in a fast-paced environment.

**Responsibilities**:

- Coordination & planning of UHF’s signature events including Festival of Trees and Heart Pledge Day.
- Professional development to stay apprised of industry trends and best practices inevent planning, project management and volunteer management.
- Build and maintain positive working relationships with internal and external stakeholders
- Lead and coordinate event planning meetings, which includes preparing and/or contributing input for detailed agendas, meeting minutes, and follow-up on post-meeting action items.
- Develop and maintain a critical path, plan, and checklist for events to ensure deadlines are met.
- Prepare a detailed logistics plan, production plan, and event itinerary for each event.
- Establish and maintain accurate event performance metrics such as attendance tracking and guest satisfaction surveys.
- Direct liaison with all venue sites staff and external vendor support.
- Prepare detailed seating plans, room layout plans, and team assignments to maximize donor/sponsor stewardship.
- Collaborate with the Marketing and Communications department to align the UHF’s brand and storytelling, contributing input and other assistance as required.
- Collaborate with various teams to develop revenue-generating strategies, and engage with donors, sponsors, and stakeholders at events.
- Cultivate and maintain relationships with local Alberta Health Services management and staff supporting the UHF’s signature events.
- Provide feedback and recognition to volunteers for their performance and contributions throughout the events.
- Document performance management of volunteers and provide conflict resolution if required.Promote a positive community profile for the UHF.
- Execute event debrief meetings with key stakeholders.
- Lead/assist in preparation and finalizing revenue and expense budgets for each event, with regular updates to any support committees and departments of the UHF.
- Consult with the Director, Marketing, Communications & Signature Events and/or teams on the budget planning process.
- Track expenses (invoices and reimbursements): categorize, log, approve, and submit as required.

**Qualifications**

**Education**:

- Degree or diploma in event management, project management, business, or non-profit management. A combination of education and experience will be considered.
- A Volunteer Management certificate would be an asset.

**Experience**:

- Experience with special event management preferably in a non-profit environment
- Minimum of five (5) years relevant work experience managing and planning medium/large events.
- Experience coordinating and working with volunteers in the delivery of programs
- Process orientated and the ability to manage detailed work within constant deadlines/time constraints, and prioritize work based on demand with a sense of urgency.
- Competence in and strong technical knowledge of Microsoft Office Suite, SharePoint.
- Experience working in a fast-paced environment
- Strong leadership skills, professional, highly-organized, and self-motivated
- Exceptional analytical, conflict resolution, and project/time management skills
- Problem solver and critical thinker
- Maintain a high level of confidentiality, tact, and diplomacy
- Track record of effectively planning and executing special events
- Proven ability to coach and manage people, chiefly volunteers
- Strong written and verbal communication skills
- Work both independently with mínimal supervision and as an integral part of a team
- Strong Microsoft O

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