Event Assistant

3 weeks ago

Vancouver, Canada British Columbia Children's Hospital Foundation Full time

**Event Assistant**
- Full-time, Permanent
- 2223-55

**What we do**
- At BC Children’s Hospital Foundation, we’re on a quest to ensure every kid in the province receives the best health care imaginable. As a fundraising organization, we inspire communities and people to support BC Children’s Hospital, along with its world-class research institute, mental health facility and rehabilitation center.
- Our work makes a profound difference. From helping get the boldest research ideas off the ground to supporting the most advanced equipment, together we are pushing the boundaries of what’s possible in children’s health care. This is no small task—which is why we’re looking for passionate people to join our team and help propel our work forward to power the possible.

**What you’ll do**
- We are seeking an emerging events professional who is inspired by our cause, demonstrates a high level of motivation, is willing to accept new challenges, and has the ability to balance diverse workloads to meet deadlines while working in a fast-paced environment.
- Reporting to an Event Manager, the primary focus of this role will be to provide support to the planning and execution of BCCHF’s signature events and support donor cultivation and stewardship events. This position may also be required to provide team administrative support as required.
- More specifically, the Event Assistant will:

- Support the Event Manager with delivering exceptional experiences for our donors at each of our events, including ensuring strong connection to mission and focus on impact
- Provide planning, logístical and administrative support with each assigned event, working closely with Event Manager and/or Event Coordinator
- Provide project management support including tracking of timelines, key deliverables and upcoming tasks through online project management tool
- Assist with invitation and guest list management, including managing RSVPs, compiling and tracking dietary need and special requests, confirming invitees and securing ticket payment
- Provide support to a volunteer organizing committee, including organizing meetings, responding to inquiries, and ensuring they have information required to successfully perform their volunteer role
- Attend both internal and external event planning meetings; take minutes from meetings and ensure that action items identified in meetings are followed-up on
- Track event expenditures and monitor budgets; process payments for vendor invoices as needed and coordinate internal financial processes
- Liaise with internal teams, such as Marketing & Communications, Donor Relations and Information Systems, to support online invitations and e-newsletters for events and various event collateral
- Coordinate day of event set up as part of the core event team
- Facilitate auction management including coordinating auction item process from start to finish, preparing correspondence, securing and tracking silent auction and raffle prizes, finding appraisals and coordinating distribution
- Support with external volunteer recruitment and scheduling for large scale events

**What you bring**
- Superior organizational skills and attention to detail with ability to multi-task and handle diverse workloads and projects
- Excellent written and oral communications skills
- Proven ability to work successfully with senior level event volunteers
- Familiarity with accounting as it relates to monitoring budgets and expenses
- A professional and outgoing manner and ability to interact tactfully and diplomatically with a wide variety of people
- The ability to work within a team environment but also to work autonomously
- A valid Class 5 BC Driver’s License
- Flexibility with work schedule to allow for some meetings and events that may be held outside of normal working hours (early mornings, evenings and weekends)
- Proficiency in Raiser’s Edge, RENXT or other fundraising database is an asset, along with Trello, Asana, Social Tables or Wrike

**What you can expect**

This position is based in our office located in Vancouver, BC. As part of enabling the kind of culture and values that power the possible, we’re committed to creating a flexible workplace experience. We are currently piloting a fully hybrid work environment that allows individuals and teams to split their time between working remotely from home and in-office, with no defined minimum amount of time in-office. It’s a partnership grounded in trust, where working together, team leaders and members determine what activities require on-site presence and schedule time and commitments appropriately.
- Throughout the pandemic, BCCHF has committed to prioritizing the health and safety of our team members. As an organization who advocates for child health, we have implemented a mandatory vaccination policy requiring that all employees who work for BCCHF must be fully vaccinated against COVID-19. Reasonable accommodations will be made upon request should t

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