Special Events Coordinator

Full Time Position

At the Stollery Children’s Hospital Foundation our work is saving and changing the lives of children. We believe in dreams and possibilities, in creating a bright future for the children. They inspire us to grow, to contribute and to exceed our potential. They motivate us to think big, seek new opportunities and innovative solutions, to embrace change and try new things. Everything we do is for the kids.

We are currently seeking an individual to join our team in the full time position of Special Events Coordinator.

The Position

Reporting to the Senior Manager, Special Events, the Special Events Coordinator is responsible for the planning and execution of the Stollery Children’s Hospital Foundation’s major fundraising events. The position works closely with the Volunteer Coordinator to ensure that the event receives the required volunteer support. The Special Events Coordinator is also responsible for providing support and expertise to external fundraising events organized by corporate supporters of the Foundation.

Planning of Major Fundraising Events

  • Work with the Special Events Team to develop detailed project plans and budgets for various events.
  • Assist with the selection of venues and work with the venues to coordinate logistical requirements.
  • Plan and coordinate food and beverage requirements with the venue and/or external caterers.
  • Identify requirements for entertainment, source entertainment and coordinate logistics.
  • Work with the Marketing and Communications Team to develop key messages, promotional materials andformal programs for the events.
  • Identify volunteer requirements and work with the Volunteer Coordinator to select and train the necessary volunteers.
  • Work with the Senior Manager, Special Events to negotiate contracts necessary for the events.
  • Work with the Development Team to ensure sponsors benefits are fulfilled.
  • Assist with stewarding and building relationships with sponsors and donors.
  • Work with internal teams as necessary.

Execution of Major Fundraising Events

  • Work with various partners (i.e., caterers, entertainment, etc.) to complete on-site set-up.
  • Provide on-site coordination and assist with volunteer training.
  • Provide on-site troubleshooting as necessary for issues that arise.

Implementation of Post Event Follow-up

  • Identify post event follow-up necessary to recognize volunteers, sponsors, donors and guests.
  • Participate in post event debrief meetings and identify opportunities for improvement.
  • Coordinate thank you packages and impact reports.
  • Complete final reports and event budget reconciliation.

Provide Events Planning Support and Expertise to Corporate Supporters

  • Sit on planning committees for third party events, providing event management expertise and support.
  • Assist with on-site event support.

Provide Support to Various Other Events

  • Provide expertise and support to the planning of various other events (i.e., Annual Donor Recognition Event).
  • Attend meetings as required.
  • Participate in recognition events as required.

Education & Experience

  • A university degree or diploma in marketing or special events planning is desirable.
  • Minimum of three (3) years related experience in special events planning. Work in the not-for-profit industry is an asset.
  • Demonstrated experience managing large events in the fundraising sector.

Knowledge, Skills & Abilities

  • Knowledge of project management practices.
  • Knowledge of special events planning in the not-for-profit sector.
  • Well developed project management skills.
  • Ability to manage multiple large projects.
  • Attentive to detail, yet able to see the big picture.
  • Demonstrated ability to plan, organize, problem solve and make sound decisions.
  • Ability to build and maintain strong relationships internally and externally. Ability to influence others and deal effectively with multiple personalities.
  • Ability to work as part of a project team, as well as the ability to lead and implement tasks independently.
  • Strong computer skills, including the Microsoft Office suite of products and database management.
  • Highly disciplined with the ability to deliver on a variety of commitments and deadlines.
  • Innovative and creative, focused on finding new ways of doing things and exploring creative solutions to issues.
  • Willing to work flexible hours, evenings and weekends, and travel, as required.
  • Must have a valid driver’s license and access to a vehicle.

If this position describes you and you are motivated to make a difference in the lives of children we invite you to forward your covering letter and resume no later than

October 23, 2013, to:

Corrine Caithness

Office Manager

1502 College Plaza

8215–112 Street NW

Edmonton, AB T6G 2C8

Fax: 431-1076

Email: