Event Coordinator

About us

Part of University Health Network (UHN), Canada's #1 hospital, UHN Foundation raises funds for research, education and excellence in patient care at Toronto General and Toronto Western hospitals, Toronto Rehab and The Michener Institute of Education at UHN. Our donor community is UHNITED to help us change the status quo of healthcare – helping recruit and train the brightest medical minds from around the world, develop new treatments for disease, and advance bold medical research.

UHN's Toronto General Hospital has been ranked the #3 hospital in the world on Newsweek's 2024 World's Best Hospitals list, citing our leadership in transplantation, cardiac and vascular care, and surgical innovation. UHN is the only publicly funded hospital in the top five – also making us the world's #1 publicly funded hospital.

The Foundation´s vision and mission is to enable global leadership and innovation in health by developing strong relationships with UHN stakeholders. We are committed to supporting UHN's vision to create a healthier world by embodying our values of integrity, accountability, collaboration and inclusion.

Together with our donors, we are helping Canada's #1 hospital reimagine healthcare.

Position summary

Reporting to the Director, Events, the Event Coordinator provides essential support in the planning, logistics, execution, and administration of fundraising events. This role is integral to ensuring exceptional participant experiences and flawless event delivery, while collaborating closely with colleagues across the Foundation.

Key Responsibilities

Event Planning & Execution

• Support the planning and delivery of the Events Team portfolio including signature galas and golf tournaments, peer-to-peer events, and community fundraising activities.
• Assist in developing event timelines, site plans, run-of-shows, production schedules, and staffing plans.
• Support event logistics such as venue bookings, catering, décor, AV, permits, rentals, entertainment, and volunteers.
• Work onsite at events (including evenings/weekends as required), supporting setup, registration, volunteer management, guest experience, logistics and teardown.
• Other duties as assigned.

Participant & Donor Support

• Deliver exceptional customer service by responding to participant, donor, and volunteer inquiries with professionalism.
• Support fundraising participants with registration troubleshooting, fundraising tips, and event-related questions.

Project & Administrative Coordination

• Maintain detailed project documents including budgets, critical paths, and checklists.
• Assist with tracking expenses, submitting invoices, and updating budgets.
• Provide some administrative support including meeting scheduling, preparing materials, taking minutes, and coordinating approvals.
• Preparation of thank you letters (participants, donors, sponsors) and tax receipts.

Data & Systems Management

• Maintain accurate records in CRM and event systems (e.g., Raiser's Edge, Fundraising, etc.)
• Manage guest lists, track registrations, monitor fundraising progress, and produce reports as needed.

Collaboration & Team Culture

• Work collaboratively across teams to deliver seamless, donor-first experiences.
• Contribute ideas that enhance events, improve efficiencies, and strengthen team culture.
• Uphold confidentiality, professionalism, and the mission and values of the foundation.

Requirements

• A relevant 2-year diploma or an equivalent combination of formal education and relevant experience.
• Minimum 1 years' experience working with senior professional fundraising staff and volunteers.
• Proficiency in the full suite of Microsoft Office products and internet tools.
• Knowledge of fundraising professional standards and ethics.

Work Environment

• Regular business hours, with occasional weekend and evenings required
• Fast pace, service and results oriented environment.
• May have some activity outside of the office to support meetings with volunteers and sponsors.
• The Foundation has a hybrid work model. Staff will be required to have a safe home office set-up (specifics to be planned with your manager.)
• Ability to work cooperatively with colleagues in all positions throughout the Foundation.
• Shared commitment and support of the overall Foundation goals.

Alongside competitive salaries, we offer an extensive benefits package including a Health Spending Account (HSA), flexible work arrangements, growth and development opportunities, defined benefits pension plan, birth parent/parental leave top-up, extended long weekends around statutory holidays and more.

University Health Network thanks all applicants; however, only those selected for an interview will be contacted. UHN has a diverse workforce and is an equal-opportunity employer.