Event and Outreach Coordinator

Position Title: Event and Outreach Coordinator - IES

Location: This position is primarily based at 355 Church Street, 201, Toronto, ON, and 245 Fairview Mall Drive, North York, with the possibility of working at any of our other locations. This position requires travel across all of our locations and to community events. This position also requires working outside of regular operational hours including evenings and weekends and requires travel to donor & partner sites and agency's four sites across the GTA.

Vacancy: New

Vacancy number: IES - 0013

Number of openings: 1

Hourly Rate: $27.06.

Hours: Full-time, In- person

Classification: This is a full-time temporary position up to March 31, 2026.

Application Deadline: November 20, 2025, 11:59 PM EST

Reporting to: Manager, Executive Office and Administration

About the Role

Reporting to the Manager, Executive Office and Administration, this role will play a crucial role in managing, supporting, and taking a lead on all marketing events, community engagement and outreach activities for the Integrated Employment Services. From event conceptualization to activating on-site, you have the ability to plan and execute events to target various audiences and create opportunities for meaningful interactions. You are equal parts creative as you are logical, and can effectively work independently in a highly collaborative team environment as you will work closely with our MarCom team and other departments from across the agency. You will support all strategic initiatives focused on brand awareness, outreach and client recruitment. You will develop and execute top tier innovative brand events, engaging programs, workshops, conferences and brand activations and ensure they are successful.

DUTIES AND RESPONSIBILITIES

• Develop organizational-wide outreach strategy and activities including events, marketing campaigns, booth display and promotion of our services and programs.
• Plan and coordinate outreach activities that are intended to identify, capture the attention and interest of, and foster involvement of newcomers, at-risk youth, unemployed and underemployed individuals.
• Provide research and support activities in the development and execution of outreach strategies and activities to support the objectives of the Agency Communications Strategy.
• Maintain a calendar of outreach activities, including community events, workshops, appearances, and other communication opportunities.
• Responsible for organization-wide program-related information sessions and workshops from posting & updating annual calendars to registration and tracking attendance and engagement.
• Coordinate & execute events by organizing logistics, ticket sales, participant confirmations, staffing requirements, on-site set-up and strike, media arrangements, staff training, and being present;
• Source, onboard and manage vendors, event concepts, and artists that will enhance the experience for our target clients;
• Responsible for developing an annual calendar of events, public forums, conferences and campaigns that contribute to brand awareness, outreach efforts, client recruitment and community engagement:
• • Develop all events concepts and themes
• Identify partners, guest speakers and sponsors
• Meet with internal and external stakeholders as required to support the execution of community outreach programs and events
• Host a minimum of 10 high profile events including annual fundraising gala, AGM, International Women's Day activities and forums, networking events with industry partners, annual conference and summits.
• Responsible for all event logistics from end to end including:
• • Book venues, prepare and review floorplans and event layouts and ensure fire code restrictions are met;
• Coordinate after-hours support, pre and post-cleaning, and security supervision as required;
• Source, purchase and manage event vendors (equipment, AV, lighting, catering & supplies);
• Source, purchase and manage branded promotional products and print collateral;
• Coordinate media coverage and photography for the events;
• Implement VIP-access strategies for special events (media, dignitaries, government officials, industry personnel, office employees and on-site residents);
• Coordinate removal and the return of event space or common area furniture.
• Event Awareness Generation:
• • Coordinate the preparation and posting of onsite signage for digital directory boards, poster stands, the digital marquee screen, and elevator screens;
• Contribute to the planning and production of external media placements to promote events;
• Update and manage a placemaking calendar as well as community online calendar postings;
• Prepare event communications to clients, office employees and guest speakers;
• Manage RSVP's and tickets, and reminder emails.
• Administration & Reporting:
• • Contribute to the marketing budget management, as it relates to events and activations. This includes purchase orders, invoice coordination and monthly accruals for event revenue and expenses. Ensure events stay within budget;
• Ensure required documentation is secured (license agreement, insurance certificates, SOPs, COI & WSIB, pricing and payment invoicing, etc.);
• Monitor community partners requests for event space and facilitate the coordination of temporary occupancy to support clients access to services and programs;
• Maintain a tenant, community and vendors database, file management and supply inventory system;
• Monitor, report and track metrics related to event and program deliverables including post event evaluations, client satisfaction and # of attendees & community members engaged, while undertaking research into industry best practices.
• In the execution phase:
• Set-up and take-down of our booth presence on the show floor
• Prioritizing exceptional client care, assisting both new and loyal clients with satisfactory answers to their inquiries and needs
• Effectively communicating service information and educating clients and partners on our services and programs, in a prompt and accurate manner
• Be able to naturally strike a conversation with anyone
• Calmly problem solve as needed at on-site events
• Ultimately, collaborate with the team to ensure seamless event experiences for our customers
• Adhere to the corporate communication guidelines;
• Address and respond to operational issues that relates to events;
• Oversee the continuous review of all procedures, practices, standards and approaches as required.
• Perform general administrative tasks as requested.

Qualifications:

• Bachelor's degree in event management, marketing, business, or related field.
• 2 years of experience in event planning and implementation.
• 2 years of experience in outreach activities in a not for profit setting.
• Strong time management, project management, communication skills, and organizational skills.
• Flexible to work during weekends.
• Willing to travel. Access to a vehicle is an asset.
• Initiative is a must and the ability to work both individually and in a team environment.

How to Apply:

If you're passionate about leveraging your skills to make a social impact, we'd love to hear from you. Please note that as part of the screening process, selected candidates will be asked to do a practical skills assessment test during the interview.

Newcomer Women's Services Toronto is an equal opportunity employer and encourages applications from women, newcomers, and underrepresented groups.

Note: Accommodations are available upon request for all aspects of the selection process. Please inform us of any needs in advance. the subject line.