Office & Event Coordiantor

3 weeks ago

Greater Sudbury, Canada Sudbury Rainbow Crime Stoppers Full time

**About us**

Sudbury Rainbow Crime Stoppers is not-for-profit organization servicing in Greater Sudbury and surrounding areas. Crime Stoppers empowers people to make their neighbourhoods, schools and businesses safer through the anonymous reporting of crime.

Reporting to the Sudbury Rainbow Crime Stoppers Board of Directors, the Office and Event Coordinator provides accurate, efficient, and confidential clerical support to Sudbury Rainbow Crime Stoppers. The Office and Event Coordinator is also responsible for organizing and running various fundraising and public awareness events in addition to soliciting donations.

**1. Office Administration**
- Administrative and clerical duties as required by the Board of Directors
- Maintain a complete signed set of Monthly Board Minutes; including all supporting materials
- Maintain the Sudbury Rainbow Crime Stoppers website and social media platforms
- Attend monthly board meetings (and executive meetings as required)
- Attend the various committee meetings as required
- Prepare all meeting agendas and provide all supporting materials as required

**2. Financial Management**
- Administer the office discretionary fund while ensuring absolute security and providing all supporting documentation (expense report, receipts, quotes, etc.) to the Board of Directors for approval of all expenses
- Maintain monthly revenue log for all donations and a detailed record of Corporate Sponsors
- Receive and process all donations
- Prepare and deposit accurately all bank deposits
- Pick up and match, process and file monthly bank statements
- Prepare financial statements and process all financial entries as required by our accounting firm
- Bookkeeping - ensure all bills are up to date, bank accounts are in good standing, review and log office invoices to be approved at the monthly board meeting; prepare cheques and have cheques signed by the proper signing authorities

**3. Fundraising and Public Awareness**
- Plan and implement fundraising and public awareness events to ensure Crime Stoppers financial wellbeing and community profile are highly regarded within our various communities
- Develop an annual fundraising/awareness plan including new fundraising strategies and events; analyze results data to ensure effectiveness and report to the Board for consideration
- Schedule and coordinate logistics, expenses, revenues and oversee volunteers for the various initiatives
- Develop and maintain procedural guidelines for each event including contracts, marketing plan, budgets, critical path check lists and postmortem analysis
- Prepare an annual budget of all planned activities before the July Board meeting for the upcoming year for Board approval
- Submit to the December Board Meeting a planned event calendar for the upcoming year and the anticipated volunteer requirements for each event so Board Members can select the events they will be directly involved with
- Work with each event’s Committee to ensure the event is functioning as planned
- Ensure compliance with required by-laws on any event
- Work with Coordinators, Board President, Media Committee and/or Event Committee to arrange media coverage for all appropriate contributions and events, media releases, advertising and interviews
- Order relevant promotional items and store them in a manner that they can be easily accessed with an accurate inventory of promotional materials
- Maintain and update contact database
- Solicit donations and promote awareness in the community through sponsorship
- request letters and in person meetings/contacts
- Follow up on corporate sponsorship request letters
- Write and send personal thank you cards for charitable cash donations including
- tax receipts
- Perform all other related duties that may be required from time to time
- **The above duties are representative but are not to be considered all-inclusive.**_

**4. Qualifications**
- Diploma or certificate from a secretarial, business, marketing, public relations program, or relevant experience 3-5 years of previous experience in confidential office administration as well as in organizing fundraising events
- General knowledge of bookkeeping and office procedures
- Ability to maintain a high level of confidentiality at all times
- Excellent written and verbal communication skills
- Ability to work independently with mínimal supervision
- Flexible with hours including evenings and weekends
- Excellent organizational skills with ability to multi-task and prioritize tasks
- Must hold a valid driver’s license with a clean driver’s abstract
- Pass police record check

**5. Technology & Equipment**
- Computer - Word, Excel, PowerPoint, Outlook, Canva
- Data base proficiency an asset
- Website & Social Medea experience considered an asset

**6. Key Relationships and Interactions**

Internal
- Greater Sudbury Police Service Crime Stoppers Coordinator
- Ontario Province Police Crime Stoppers Coordinator
- Sudbury Rainbow Crime Stoppers Committee

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