Administrative Coordinator for Special Events

2 weeks ago

Toronto, Ontario, Canada Canadian Hadassah-Wizo Full time

The At Our Table Event Coordinator will report to the Director of Events and Corporate Sponsorship and work collaboratively with the volunteer event committee, Marketing, Finance, and Donor Relations professional teams. The ideal candidate must be highly organized, with a strong attention to detail, and provide administrative support for CHW's largest annual event, At Our Table in Toronto.

This role will be a temporary contract from December 1, until June 15, 2025, and the candidate is only responsible for the support and coordination of the one event. We offer a flexible, hybrid working environment for this temporary contract position.

Key Responsibilities:

  • Provide administrative support to the committee, including meeting scheduling, minutes, and action reporting, as well as maintaining sponsorship and individual donation tracking.
  • Coordinate vendor support, gift-in-kind donations, tracking, and logistics related to the tablescapes designed by vendors.
  • Follow up with sponsors from corporate, individual, and foundation donors as required, liaising between the committee, professional teams, and donors.
  • Ensure that sponsors receive required benefits, including all deliverables, especially ticketing, and provide follow-up as required.
  • Support the Director of Events and Corporate Sponsorship with the development and management of forms, agreements, event budgets, work-back schedules, payments, acknowledgment letters, and follow-up as required.
  • Assist in preparing thank-you acknowledgement letters for sponsors, donors, participants, and vendors with the support of the Donor Relations team.
  • Support RE database administration, including inputting event-related information, extracting data via query or report, updating personal and team actions, generating mailing lists as required.
  • Create all emails for approval by the committee and execute.
  • Actively participate in key committee meetings as required.
  • Work closely with Marketing, Finance, and Donor Relations teams.
  • Be solution-oriented and detail-focused, able to overcome obstacles to foster collaboration both internally and externally.
  • Successfully balance competing priorities, complex situations, and tight deadlines in a fast-paced environment.
  • As events or committee meetings may be scheduled outside of normal business hours, the incumbent will be required to work evenings and on weekends as necessary.
  • Provide onsite event logistical support for load-in and load-out activities and during the event.
  • Provide event wrap-up support as required.
  • Must have a valid driver's license and access to a vehicle.
  • Other duties as assigned.

Requirements:

  • College or university degree and/or postgraduate event management certification or equivalent combination of education and work experience in a related area.
  • Demonstrated experience working with volunteers and committees in the not-for-profit sector.
  • Two to three years of demonstrated success in all elements of special event planning and execution considered an asset.
  • While a broad base of philanthropic knowledge and event experience is preferred, proven success in the areas of administration, coordination, volunteer management, and execution of major revenue-generating events is required.
  • Excellent organizational, interpersonal, project management, and communication skills, written and verbal. High level of diplomacy and sophistication.
  • Experience with Raiser's Edge, Luminate Online, Microsoft 365, G-suite, Mail Chimp, Canva, or adept at learning software programs.
  • Strong organization and problem-solving skills, ability to juggle competing priorities, and the ability to meet deadlines in a fast-paced and busy environment.
  • Ability to think strategically and work independently within a multi-disciplinary team.
  • Comfortable supporting and taking direction from senior-level volunteers.

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