Events Specialist

Our Background

At the University Hospital Foundation, we want to help people live longer, and better – especially those who would benefit from a new form of treatment, or life-saving surgery.  

As agents of hope, we boldly seek solutions to seemingly insurmountable challenges, matching the determination and purpose-driven intensity of the healthcare teams we support. 

In the past ten years, generous donations from individuals and our corporate and strategic partners have contributed nearly $220 million dollars to advance world-leading patient care at the University of Alberta Hospital, Mazankowski Alberta Heart Institute and Kaye Edmonton Clinic, as well as ground-breaking research at the University of Alberta. 

Your Purpose

The Events Specialist, reporting to the Manager of Signature Events, collaborates with all departments of the University Hospital Foundation (the Foundation) to plan, manage, and execute signature and recognition events. This position is instrumental in ensuring the successful planning and execution of the Foundation's notable events, such as Festival of Trees, Heart Pledge Day, and other recognition events.

This position requires experience in event coordination, strong administrative skills, volunteer management, project management, multitasking, and effective communication and prioritization in a fast-paced environment.

Your Role

Your responsibilities will include:

• Coordination & planning of the Foundation's signature events
• Professional development to stay apprised of industry trends and best practices in signature events, project management and volunteer management.
• Build and maintain positive working relationships with internal and external stakeholders
• Lead and coordinate event planning meetings, which includes preparing and/or contributing input for detailed agenda, meeting minutes, and follow-up on post-meeting action items.
• Co-lead volunteer committees to ensure strategy development, coordination, engagement, execution and measurement of key events and activities.
• Assist in building a fundraising strategy and tracking performance indicators for all Foundation events including Festival of Trees to build new revenue opportunities, maximize revenue and acquire new donors.
• Contribute to post event reporting and evaluation.
• Develop and maintain a critical path, plan, and checklist for events to ensure deadlines are met.
• Prepare a detailed logistics plan, production plan, and event itinerary for each event.
• Maintain accurate records and establish event performance metrics, including metrics for engagement, participation, and attendance.
• Direct liaison with all venue sites staff and external vendor support.
• Prepare detailed seating plans, room layout plans, and team assignments to maximize donor/sponsor stewardship.
• Collaborate with Marketing and Communications department to align the Foundation's brand and storytelling, contributing input and other assistance as required.
• Collaborate with various teams to develop revenue-generating strategies, and engage with donors, sponsors, and stakeholders at events.
• Provide feedback and recognition to volunteers for their performance and contributions throughout the events.
• Document performance management of volunteers and conflict resolution. Promote a positive community profile for the Foundation.
• Execute event debrief meetings with key stakeholders.
• Lead/assist in preparation and finalizing revenue and expense budgets for each event, with regular updates to any support committees and departments of the Foundation.
• Track expenses (invoices and reimbursements): categorize, log, approve, and submit as required.
• Monitor and respond to all customer service emails in the Events email inbox.
• Liaise with Partner Experience team to develop sponsorship opportunities and reach out to potential partners.

Qualifications

Education:

• Degree or diploma in event management, project management, business, or non-profit management. A combination of education and experience will be considered
• A Volunteer Management certificate would be an asset.

Experience:

• Experience with special event management preferably in a non-profit environment
• Minimum of five years relevant work experience managing and planning medium/large events.
• Experience coordinating and working with volunteers in the delivery of programs and events.

Competencies:

• Experience working in a fast-paced environment
• Strong leadership skills, professional, highly-organized, and self-motivated
• Exceptional analytical, conflict resolution, and project/time management skills
• Problem solver and critical thinker
• Maintain a high level of confidentiality, tact, and diplomacy
• Track record of effectively planning and executing special events
• Proven ability to coach and manage people, chiefly volunteers
• Strong written and verbal communication skills
• Work both independently with minimal supervision and as an integral part of a team
• Strong Microsoft Office and Outlook experience
• Work a flexible work schedule, including evenings and weekends as needed; attendance at all signature events is mandatory
• Valid class 5 driver's license and a vulnerable sector criminal record checks

A combination of education and experience will be considered.

What We Offer

We respect and value diversity and are proud to be an equal opportunity committed to building an inclusive environment for all applicants and team members.

As an outcome-focused organization, UHF offers a flexible hybrid work environment consisting of in person and remote work.

Apply Now to Make a Difference Visit
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and attach your cover letter and resume into one PDF. We thank all candidates who apply; however, only those selected for an interview will be contacted. As part of our recruitment process, you will be invited to participate in a Culture Index Questionnaire to help us get to know you better and will also be required to provide a Police Information Check.

To learn more about us, visit our website