Events Coordinator

The At Our Table Event Administrator & Coordinator will report to the Director Events and Corporate Sponsorship and work collaboratively with the volunteer event committee, Marcom, Finance, and Donor Relations professional teams.

The candidate must be highly organized, with a strong attention to detail, and provide the administrative support for CHW’s largest annual event, At Our Table in Toronto.

This event, which has been successful for over 21 years, is completely volunteer driven with some staff support and raises over $400,000.

This role will be a temporary contract from December 1, 2024 - until June 15, 2025 and the candidate is only responsible for the support and coordination of the one event.

We offer a flexible, hybrid working environment for this temporary contract position.

POSITION OBJECTIVE

The role contributes to the administrative and logistical support for the At Our Table event in Toronto providing the necessary professional coordination between internal cross-functional teams, corporate sponsors, individual donors, senior level volunteer committee and vendors.

THE IDEAL CANDIDATE

We are seeking an outstanding administrative coordinator who is a self-starter, is someone who takes initiative, and works proactively, is highly organized, able to juggle competing priorities, excellent communicator, with strong attention to detail, the candidate can take direction from senior volunteers and has experience working with volunteer committees.

Compensation : $40,000 Annual

$40,000 Annual

Responsibilities :

• Provide administrative support to committee including, but not limited to, meeting scheduling, minutes, and action reporting, maintain sponsorship and individual donation tracking.
• Provide administrative support of vendor coordination, gift in kind donation, tracking, coordination, and logistics as related to the tablescapes by the designers.
• Provide follow up of sponsorships from corporate, individual and foundation donors as required, liaising between committee, professional teams and donors.
• Ensure that the sponsors receive required benefits, including all deliverables especially ticketing and provide follow up as required.
• Support the Director Events and Corporate Sponsorship with the development and management of forms, agreements, event budget, work back schedules (critical paths), payments, acknowledgment letters, and follow up as required.
• Assist in preparing thank you acknowledgement letters for sponsors, donors, participants and vendors with the support of the donor relations team.
• Support RE database administration which includes inputting event related information, extracting data via query or report, updating personal and team actions, generating mailing lists as required.
• Create all emails for approval by committee and execute.
• Actively participate in key committee meetings as required.
• Work closely with Marcom, Finance and Donor Relations teams.
• Be solution and detail oriented and able to overcome obstacles to foster collaboration both internally and externally.
• Successfully balance competing priorities, complex situations, and tight deadlines in a fast-paced environment.
• As events or committee meetings may be scheduled outside of normal business hours, incumbent will be required to work evenings and on weekends as necessary.
• Provide onsite event logistical support for load in and load out activities and during the event.
• Provide event wrap up support as required.
• Must have a valid driver’s license and access to a vehicle.
• Other duties as assigned.

Qualifications :

• College or university degree and / or post graduate event management certification or equivalent combination of education and work experience in related area.
• Demonstrated experience working with volunteers and committees in the not-for-profit sector.
• Two to three years demonstrated success in all elements of special event planning and execution considered an asset.
• While a broad base of philanthropic knowledge and event experience is preferred, proven success in the areas of administration, co-ordination, volunteer management, and execution of major revenue generating events is required.
• Excellent organizational, interpersonal, project management, and communication skills, written and verbal. High level of diplomacy and sophistication.
• Experience with Raiser’s Edge, Luminate Online, Microsoft 365, G-suite, Mail Chimp, Canva or adept at learning software programs.
• Strong organization and problem-solving skills, ability to juggle competing priorities, and the ability to meet deadlines in a fast paced and busy environment.
• Ability to think strategically and work independently within a multi-disciplinary team.
• Comfortable supporting and taking direction from senior level volunteers.

About Company

Canadian Hadassah-WIZO (CHW) is a Zionist-based organization with a vibrant 100-year history. We are a non-political, non-partisan, national network of dedicated volunteers and professionals who strongly believe that excellence and advancement of education, healthcare, and social services transcend politics, religion, and national boundaries in Israel and Canada.

We are passionate about what we do, we support each other, and we work together as a team to meet our goals and succeed.

Canadian Hadassah-WIZO (CHW) recruits, employs, trains, compensates, and promotes regardless of race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, disability, or age.