Campaigns and Events Coordinator

**Campaign & Events Coordinator**
**Making a real difference, one event, one connection at a time**

Are you ready to roll up your sleeves and help create events that change lives?
Calgary Police Youth Foundation is a charitable organization dedicated to protecting our city’s children and youth from crime and victimization. We focus on early intervention, prevention, and education, reaching over 30,000 young people each year.

We are looking for someone who thrives in the energy of community events, enjoys managing details and people, and does not mind the occasional heavy lifting (literally). If you love planning, problem-solving, and being part of something meaningful, and you are just as comfortable hauling tents and tables as you are organizing volunteers, this role is for you.

**Position Overview**

Reporting to the Executive Director, the Campaign & Events Coordinator is responsible for planning, organising, and executing fundraising campaigns and community events with a special focus on hands-on logistics, volunteer coordination, and on-site leadership.

**Reality of the Job - Please Read Before Applying**

This role is hands-on and community based. While there is planning and coordination work in the office, much of your time will be spent out in the community at events. That means:

- Evenings and weekends are common, especially during event season.
- You will be loading, unloading, and setting up tents, tables, and supplies (up to 50 lbs).
- You will be outside in all kinds of weather, sun, wind, or drizzle making sure events run smoothly.
- You will be leading volunteers on the ground, troubleshooting in real time, and keeping things positive under pressure.

If you are looking for a Monday-to-Friday desk job, this is not the right fit. If you love the buzz of live events, connecting with people, and do not mind breaking a sweat for a good cause, you will thrive here.

**Key Responsibilities**

**Event Logistics & Setup**
- Plan and coordinate all event logistics
- Load, transport, set up, and take down tents, tables, signage, and event supplies.
- Manage on-site operations during events, ensuring smooth execution.

**Volunteer Coordination**
- Recruit, train, schedule, and support volunteers for community events and fundraising campaigns.
- Clearly communicate event roles, expectations, and schedules.
- Provide on-the-ground leadership and problem-solving during events.

**Inventory & Supplies**
- Organize supplies, including calendars, silent auction items, community giveaways, and event materials, ensuring proper storage and accessibility.
- Maintain up-to-date spreadsheets for inventory and supplies, ensuring accuracy and timeliness.
- Source vendors and prepare purchase orders for event supplies, securing management approval as needed.
- Communicate with suppliers to ensure timely delivery of orders and manage online merchandise orders.
- Coordinate logistics for community giveaway days.

**Campaign & Fundraising Support**
- Assist third-party fundraisers with the supplies they need for their events.
- Represent Calgary Police Youth Foundation at community events, setting up information/display tables.
- Assemble and transport prize and gift baskets for events.
- Assist the Fund Development Director in planning, organizing, and executing fundraising campaigns and events.
- Support planning of logistics for campaign and events

**Reporting & Evaluation**
- Track volunteer hours, event attendance, and outcomes.
- Contribute to post-event evaluations and recommendations for improvement.
- Create and maintain detailed spreadsheets for tracking event RSVPs, donor information, and volunteer assignments.
- Provide regular updates and reports on campaign progress and event outcomes.

**What We Are Looking For**
- High school diploma or equivalent; further education or relevant certifications preferred.
- Previous experience in a campaigns and event coordinator role, preferably in a non-profit or charity setting.
- Prior event planning and coordination experience is an asset for this position.
- Proficient in Microsoft Office Suite and other relevant software; experience with database platforms is a plus.
- Collaborative attitude with a passion for charitable work.
- Strong organizational skills and ability to manage multiple moving parts.
- Physically able to lift and transport event equipment and supplies up to 25 lbs is required with this position.
- Great communicator with a people-first approach to problem-solving.
- Ability to work in a demanding environment with competing deadlines.
- Strong initiative, problem-solving skills, and the ability to maintain a positive attitude under pressure.
- Able to work a flexible schedule, including evenings and weekends as required.
- Ability to collaborate effectively with team members, Calgary Police Service, volunteers, and donors.
- Meticulous attention to detail and excellent customer service skills.
- Ability to maintain strict confidentiality.
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