Event Specialist / Spécialiste des événements

Job Summary

Responsible for planning, consulting, liaising, executing and stewarding projects and initiatives related to signature events for the Senators Community Foundation.

In addition to signature events, this position will also have oversight on the Foundation’s third-party events including coordination and stewardship as well as act as a primary liaison with vendors, sponsors, partners, staff and volunteers.

In collaboration with the Director, this position will work closely with members of the marketing team to develop communication tools for stewardship, digital online engagement and promotion of events, volunteer opportunities and ways to donate and get involved.

This position will require a high-level of professionalism and diplomacy as a key external liaison on behalf of the Foundation’s charitable and community impact efforts.

Reporting directly to the Director, Events & Fundraising and working closely with the President, Senators Community Foundation.

Key Responsibilities

Event Planning & Logistics :

• Coordination of event logistics including securing venues, on-site logistics, catering, audio-visual requirements, event design and décor, gifting, registration logistics, and fulfillment of staff and volunteer requirements.
• Coordination of briefing sessions and disseminating briefing documents and critical path information to ensure roles and responsibilities, special requirements, charitable alignment and goals are shared with key stakeholders.
• Coordination and tracking of event budgets; ensuring accuracy and cost-effectiveness.
• Act as the first point of contact related to the Foundation’s signature events, requiring a seamless and professional event experience.
• Support communication efforts for events, including creating and implementing digital and print collateral like e-invitations, briefing and promotional materials.
• Track event performance metrics and analyze the effectiveness of each event.
• Contribute to the creation of post-event report summarizing event outcomes and feedback evaluation tools.

Communications & Digital Engagement :

• Collaborate with marketing to create, curate, and manage high-quality communications content related to our signature and third-party events and giving activation platforms, including web, social and email newsletters and press releases.
• Collaboration with Marketing, Digital and Graphics to create and execute visually appealing promotional materials.
• Utilize marketing data to evaluate effectiveness of digital campaigns and social efforts and identify areas for improvement.
• Manage online communities and forums related to the Foundation to foster engagement, demonstrate impact and inspire future charitable giving.
• Foster and manage relationships with key partners including internal shared services, donors, event vendors and charitable partners.
• Provide administrative assistance of our event related web and social efforts as needed.

Requirements

Skills & Aptitudes :

• Excellent organization skills and attention to detail.
• Demonstrated superior knowledge of special events planning.
• Demonstrated sound judgment and excellent problem-solving skills.
• Excellent time management and demonstrated ability to multi-task.
• Demonstrated ability to make decisions under the pressure of tight deadlines.
• Demonstrated ability to work professionally and effectively on various projects in a team environment.
• Superior interpersonal and communication skills both oral and written.
• Proficiency in Microsoft Office programs and Sales or Donor Software is an asset.
• High degree of skill using social media.
• Bilingualism is a strong asset.

Working Conditions :

• Full-time position.
• Irregular and extended hours including nights and the occasional weekend.
• Hybrid work environment with both office and remote work.

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