Events Assistant

POSITION TITLE: Events & Community Fundraising Coordinator

POSITION SUMMARY

This is an exciting time to join HSN Foundation as we continue to grow our community engagement and event fundraising portfolio in support of healthcare across Northeastern Ontario.

Reporting to the Manager, Community Engagement and Event Fundraising, the Events & Community Fundraising Coordinator will play a key role in the planning, coordination and successful execution of HSN Foundation signature events, community engagement initiatives and third-party fundraising activities.

The Coordinator will be responsible for providing strong operational and logistical leadership throughout the event planning process, ensuring that timelines, deliverables, volunteers, vendors, participants and event details are effectively coordinated. This role will work closely with the Manager to support the successful delivery of fundraising initiatives while allowing the Manager to focus on strategy, revenue generation, sponsorship development and relationship building.

The Coordinator will also provide support in areas such as sponsor fulfillment, donor and partner stewardship, prospect research and follow-up, helping to create exceptional experiences for those who support HSN Foundation.

Event Planning & Logistics

• Coordinate the planning and execution of HSN Foundation signature events, including but not limited to Smile Cookie Week, Palladino Auto Group Golf Classic, Luncheon of Hope, Toronto Celebrates Sudbury, other Foundation initiatives as well as a new peer to peer fundraising event.
• Develop and maintain detailed event workplans, timelines, task lists and planning documents.
• Coordinate event logistics, including venues, vendors, rentals, catering, entertainment, transportation, signage and other event requirements.
• Coordinate event registrations, guest lists, seating plans and participant communications, where applicable.
• Ensure all event materials, supplies and equipment are organized and available as required.
• Assist with event set-up, execution and tear-down, ensuring a professional and positive experience for all participants.
• Solicit and coordinate auction items, prizes and in-kind donations.
• Provide support for community-led and third-party fundraising initiatives.

Volunteer Coordination

• Work collaboratively with Volunteer Services and other partners to recruit and coordinate volunteers for Foundation events.
• Develop volunteer schedules, assignments and event-day instructions.
• Serve as a key point of contact for volunteers before and during events.
• Maintain an accurate database of volunteer records and contact information.

Sponsor, Donor & Partnership Support

While the Manager will lead sponsorship strategy, solicitation and relationship development, the Coordinator will provide important support by:

• Assist with sponsor identification and solicitation, including prospect research, outreach and follow-up.
• Maintaining accurate sponsor, donor and prospect information and tracking commitments through Raiser’s Edge.
• Supporting sponsor and donor stewardship through thank-you letters, follow-up communications and impact reporting.

Knowledge, Skills & Abilities:

• Excellent interpersonal, verbal and written communication skills.
• Strong relationship-building and customer service skills with the ability to engage confidently with donors, sponsors, volunteers and community partners.
• Experience or demonstrated interest in fundraising, sponsorship, sales, donor relations, events or community engagement.
• Comfortable with outreach, solicitation and follow-up with prospective sponsors, donors and community partners.
• Strong organizational and project management skills with the ability to manage multiple priorities and deadlines.
• Ability to work independently while collaborating effectively as part of a team.
• Proven ability to exercise professionalism, sound judgment and discretion.
• Strong attention to detail and ability to maintain accurate records and databases.
• Ability to think proactively and identify opportunities to strengthen relationships and support revenue generation.
• Comfortable representing HSN Foundation at community and fundraising events.
• Proficiency with Microsoft Office and experience with CRM or database systems is an asset.
• Ability to work evenings and weekends as required.
• Valid driver's license and access to a reliable vehicle.
• Bilingualism is considered an asset.

Selection Process:  Candidates will be selected for this position on the basis of their skill, ability, experience and qualifications as identified in the resume and completed Application Form submitted. The Hospital reserves the right to conduct a formal interview where required. This posting is for an existing vacancy.
 

Health Sciences North is committed to providing accommodations to applicants with disabilities to enable their participation in the recruitment, assessment, selection and hiring stages of employment.

HSN THANKS ALL APPLICANTS.
ONLY THOSE SELECTED FOR INTERVIEWS WILL BE CONTACTED.
WE WILL NOT ACCEPT APPLICATIONS AFTER THE CLOSING DATE AND TIME.