Events Coordinator

7 days ago

Hamilton, Canada YWCA Hamilton Full time

**Who We Are**

Founded in 1889, **YWCA Hamilton** is known as one of Hamilton’s original social innovators and works from a feminist, anti-racist, and anti-oppressive framework. We are dedicated to strengthening women’s and girl’s voices, broadening their choices, building dynamic leadership and providing essential services that promote safe, inclusive and equitable communities.

**YWork for us?**

At **YWCA Hamilton**, we are intentional about fostering a workplace culture that values positive physical and emotional well-being through our values of Intersectional Feminism, People Centred, Belonging, Responsibility, and Partnerships. We invest in our employees so that we can bring our values into the communities in which we live. We offer our employees:

- On-the-job training and professional development opportunities
- Childcare discounts
- Opportunities to get involved in our community
- A competitive total rewards package

If you’re passionate about making a positive impact in the lives of women, children, and families every day, we would love for you to join our team

**Position Description**

**Job Code**:3-DEV-2024

**Department**: Philanthropy

**Reports to**:Department Director

**Location**:Hamilton, ON

**Hours of Work**:37.5 hours per week

**Start Date**:TBD

**Posting Date**:December 9th, 2024

Provides leadership to YWCA Hamilton signature events, third party events and other internal and community events. Provides oversight and management of event logistics, budgets and processes in accordance with these events. In addition to in person and virtual event planning, the Events Coordinator is well versed in best practices, platforms and working with vendors and suppliers. The Events Coordinator has a keen attention to detail, strong project coordination skills and is passionate about executing flawless, memorable experiences for guests and community members. This individual thinks outside the box and demonstrates exceptional organizational skills and the ability to cultivate meaningful relationships with individuals, corporations and community groups.

**Event Coordination**
- Works with Director of Philanthropy and broader YWCA Hamilton teams to execute 2-3 signature events strategy annually;
- Provides leadership to the development, implementation and evaluation of YWCA Hamilton’s signature fundraising events portfolio including Women of Distinction Awards, Walk a Mile in Their Shoes, Rise and Shine Young Trailblazers Breakfast and other cultivation and/or fundraising events;
- Works with Director of Philanthropy to build event and campaign critical paths, storyboards and production call sheets to guide all signature events and production assets that will continue to set YWCA Hamilton apart;
- Coordinates all logístical aspects related to event planning, such as venue sourcing and selection; vendor contracting and management; online registration and reporting, F&B experience, audio visual, space set-ups, etc;
- Serves as the primary contact for vendors, suppliers, speakers and other key stakeholders and oversees contracts and agreements with suppliers and service providers;
- Effectively monitors project timelines to meet deadlines, use resources effectively, manage budget properly and overall event implementation is successful;
- Identifies required event supplies, creates packing lists and ensures safe storage of event supplies;
- Coordinates with internal teams such as Marketing and Communications on the design and conception of events, digital and print materials, event webpages and registration, forms, and the overall look and feel of events;
- Provides support to fundraising volunteers and works alongside the Volunteer Coordinator to identify event volunteer needs, train volunteers and ensure a positive volunteer experience;
- Collaborates with team members to manage event registration, attendee lists and confirmations including special guests, speakers, etc;
- Leads on event set up and take down plans as required and assigns tasks to team members and volunteers such as décor, seating, AV set up, registration, scripts, etc.;
- Manages, codes and submits all related invoices in alignment with YWCA Hamilton finance and administration policies;
- Develops and implements appropriate systems to ensure monitoring of events, campaigns and initiatives in compliance with work schedules and objectives.

**Peer to Peer & Third-Party Events**
- Coordinates the development, implementation and evaluation of third party and community event systems and platforms; regularly monitors all platforms and supports fundraisers from the initial concept to event culmination to ensure a positive experience with YWCA Hamilton, a successful event and an event renewal if possible;
- Work with a portfolio of third-party event organizers to manage the relationship, provide support in line with fundraising goals, demonstrate impact and steward supporters;
- Develops and maintains positive relationships within the com

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