Job Description
Reporting to the Manager, Community Engagement the Coordinator will support the Community Engagement team, assisting with logistics, execution, production, and wrap up of THPF’s Signature Events, consisting of Golf Classic, Hazel McCallion Walk for Health, Diwali, and THP Sponsor Events.
Primary Responsibilities
- Provide administrative and logistical support, i.e. registration tracking, RSVPs, signage, volunteers, invoicing, briefing notes, thank you letters, etc.
- Support all fundraising activities including sponsorship and gift in kind solicitations, ticket and table sales, silent auction, lucky draw, and other avenues of revenue generation
- Support volunteer committees by preparing event committee meeting materials, attending committee meetings, and recording minutes
- Assist with the identification and management of external vendors to ensure best service and pricing
- Assist with sponsorship recognition and stewardship, including the development of sponsorship fulfillment reports
- Support with accurate budget tracking by updating with new revenue generation, and expenses
- Provide exceptional customer service from start to finish during all elements of event coordination, by ensuring that public inquiries are responded to in a timely manner
- Utilize Raiser’s Edge to create and update donor records as well as record event related information and data including participation registration, sponsorship solicitations, gift in kind, auction items and attendance
- Research external events and make recommendations for improvements or innovation
- Attend and provide hands-on support at THPF and THP events and activities including pick up and drop off of event items
- Loading and unloading equipment from vans, including tents, signs, and other event supplies.
- Set up and take down of event spaces according to the event plan, ensuring all layout and design specifications are met.
Qualifications
- 1-2 years of experience in event coordination
- College or University degree/diploma
- Strong interpersonal skills, effective at building relationships and able to work well with others
- Ability to work both collaboratively and independently with minimum supervision
- Demonstrated ability in planning, organizing and prioritizing multiple tasks and meeting deadlines in a busy environment with poise and patience
- Strong organizational and project management skills with a strong personal commitment to excellence
- Highly professional and articulate with sensitivity, discretion and an appropriate demeanor
- Proactive, with ability to anticipate, communicate, and resolve issues in a professional and tactful manner
- Energetic and enthusiastic, with strong written and verbal communications skills
- Demonstrated ability for accuracy and thoroughness with exceptional attention to detail
- Familiarity with budgets and expenses
- Ability to work flexible hours on limited occasions to attend special events
Technical Skills
- Strong analytical skills and business acumen
- Strong proficiency with Microsoft Office suite (PowerPoint, Excel, Word).
- Donor/Client database experience (Raiser’s Edge, Luminate Online, TeamRaiser, WordPress)
- Experience conducting Internet research
Work Environment
- Willingness to work flexible hours and to tight deadlines as needed, prioritizing tasks with the Manager—some after-hours work may be required
- THPF offers a hybrid workplace model with 1 day in office per week
- Valid driver’s license required and access to a reliable vehicle an asset, as travel to event location sites is required
