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Development Coordinator, Special Events
2 weeks ago
- Respect: We foster belonging and appreciate each other.
- Openness: We interact with an open mind and thoughtful engagement.
- Collaboration: We believe in the power of together.
- Accountability: We own our actions and outcomes.
- Internal/On-site Event Planning and Coordination: Arranges event logistics as determined by event production plans for signature special events and stewardship and cultivation initiatives, which may include, but are not limited to, digital or live events, after hours tours, dinners and receptions and large presentations. Works collaboratively with internal pan-gallery departments to coordinate the logistics of each initiative, which may include, talent coordination, food and beverage, security, communications, invitation management, RSVP tracking, building operations and financial management. Coordinates appropriate internal contacts for program execution. Maintains internal development events calendars. Reviews event estimates and brings budget issues to attention of Senior Manager, Stewardship & Development Special Events and Development Associate, Stewardship & Special Events.
- External/Off-site Event Planning and Coordination: Arranges off site event logistics as determined by event production plans for donor program and stewardship, which may include, but are not limited collection and studio visits, content production, donor travel accommodation, transportation and programming, etc. Works collaboratively with external stakeholders to coordinate the logistics of each initiative. Maintains external development events calendars and liaises with other cultural institutional representatives.
- Event Execution: Attends events to assist with guest check-in and ensures positive guest experience. Monitors event set-up and execution of event itinerary. Assists in wayfinding, troubleshooting and other duties as they arise or are assigned.
- Communication: Maintains guest lists for each event and communicates directly with stakeholders including: major donors, artist and guests as required. Uses tools such as MailChimp to deploy all planned donor communications and acts as a final checkpoint to ensure flawless execution (checking creative, conducting a final proof etc.) Drafts run sheets and briefing documents and other written materials as assigned.
- Research: Conducts research to assist in the development of the team's event strategy and/or to support the planning and execution of events and/or trip logistics.
- Administration: Uses Tessitura to make updates to constituent records, track prospects, cultivation, solicitation and stewardship activities. Attends divisional meetings. Provides general administrative support such as recording of minutes, follow-up on action items, document preparation, coordinating special mailings, filing, sending of courier packages, photocopying, etc.
- Event Reconciliation: Files, processes and tracks invoices. Maintains records of final event attendance and notes in Tessitura database.
- A minimum of 2 years of relevant event or project management experience
- Well-developed verbal and written communication skills, understanding commitment to client service
- Well-developed interpersonal and public relations skills to interface with senior stakeholders, sponsors, donors, senior volunteers, artists and AGO staff
- Excellent administrative, analytical and organization skills
- Demonstrated knowledge and experience in applicable computer programs and donor databases such as Tessitura, as well as, Windows, Microsoft Word, Excel, Outlook, Internet Explorer, Mailchimp and PowerPoint.
- Discounts to GoodLife Fitness.
- Free tickets to every major exhibit at AGO.
- Discounts to major attractions as a part of the Provincial/City Reciprocal Programs.
- Free admission to the AGO for friends and family, discounts at the gift shop, bistro, and Learning Centre.
