Special Event Coordinator
The Perfect You Charity Bridal Show at Grand Baccus - Scarborough, ON

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JOB DESCRIPTION

SPECIAL EVENTS PLANNER

SUMMARY STATEMENT:
Working in collaboration with the Owner and Event Coordinator (s), this exceptional individual will provide leadership in the planning, coordination, and evaluation of The Perfect You Charity Bridal Show and fundraising events – primarily The Perfect You Charity Bridal Show at Grand Baccus (hosted by VIP Celebrity Wedding planner Jane Dayus-Hinch), Charity Gala and other fundraising events raising funds for local charities and non-profits.

Our event is transitioning from an Annual event to a semi-annual event, meaning the position is permanent with work year long.

RELATIONSHIPS:

Reports to and Day-to-Day Direction: Owner
Other internal contacts: Event Coordinator
External contacts: Vendors, venue, VIPs, volunteers, Sponsors, Donors
MAJOR RESPONSIBILITIES:
1. Event Coordination:
a) Coordinates sponsorships and fundraising of Charity Bridal Shows,
Wine & Cheese events, Silent Auctions, and special donor events
which involves decision making input from external resources,
managing event processes, preparing, monitoring and distributing
event budgets
b) Assists in developing new events, and maintains, organizes and
manages existing fundraisers and special events from concept to
completion, ensuring the operate smoothly, efficiently, and generate
maximum revenue and exposure
c) Assists in the identification of new vendors, communication with
new & existing vendors, signing vendors to contracts and coordinating
vendor payment(s)
d) Responsible for all communications and networking in support of special
events, and assists with development of new opportunities to build
community awareness
e) Responds to enquiries from the public, vendors, sponsors about events

2. Volunteer Coordination:
a) Provides volunteer coordination and recognition for special events
b) Provides direction to volunteer for special event duties
c) Assist in the identification, solicitation and confirmation of volunteers

3. Administrative:
a) Enters donor information, event invitation and participation on
appropriate technology and distribute said information as directed by the
Owner
b) Coordinates guest lists, decorative and table set up
c) Responsible for communications and marketing in support of special
events

4. Other:
a) Other related duties as required and directed

REQUIREMENTS/QUALIFICATIONS:

  • The ability to work well independently on several projects concurrently, and possess excellent communications, organizational and creative thinking skills
  • Excellent written and oral interpersonal communication with marketing and communications skills
  • Strong initiative and customer service orientation, volunteer management skills an asset
  • Project Management, organizational and prioritizing skills; problem solving and organizational skills; attention to detail is imperative
  • Demonstrated high energy level and flexibility, pleasant persona coupled with sound judgement; flexible, discreet and able to maintain confidential information, knowledge of current protocol for specific situations
  • Experience in planning and implementing events including expertise in attracting sponsorships; proven track record in developing and implementing promotion plans; print production expertise associated with fundraising events an asset
  • Software proficiency in Microsoft Word, Excel, Power Point, is required
  • Experience working with donors, sponsors, vendors and volunteers and managing, supervising and orientating people for events an asset

PERFORMANCE CRITERIA:

  • Entrepreneurial skills, the ability to multitask, and a proven ability to meet goals are core requirements to ensure a professional execution of all related special events
  • Must be a team player, and have the ability to work with a diverse group of individuals (ranging from donors, sponsors, vendors, staff, volunteers and the Owner), work in a team environment and be self motivated
  • Ability to bring energy, creativity that will have a substantial impact on events while enhancing the positive relationship of the company

COMPENSATION

  • Compensation is mostly through profit sharing of between 30-35% of sponsorship monies raised
  • Hourly wages may be paid on a event by event basis on the day of the event itself

Indeed - 16 months ago - save job - block
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