Catering Event Coordinator jobs

Campaign & Events Coordinator

The Calgary Police Youth Foundation is a charitable organization dedicated to protecting our city's most at-risk youth from crime and victimization. Through our Programs and Community Initiatives, we focus on early intervention, crime prevention, risk reduction, and education. Each year, we support over 30,000 children, striving to enrich and improve every life we touch. We are looking for an energetic, organized, and resilient Campaign & Events Coordinator to help deliver fundraising campaigns and community events that have real impact.

Position Overview:

This is not a typical 9-to-5 event planning job and that is exactly why it is rewarding.

Are you someone who enjoys being where the action is rather than sitting behind a desk? Do you love bringing people together, solving problems on the fly, and seeing months of planning come to life in a single day?

Before you apply, please read the following carefully.

This position is not suited to someone looking for a standard Monday-to-Friday office role. Our events happen when the community is available which means evenings, weekends, and occasional early mornings.

This is also a genuinely hands-on role. You won't just coordinate events; you will help build them. That means loading vehicles, driving rental vans, setting up tents, carrying tables, moving signage, organizing supplies, directing volunteers, troubleshooting issues, and helping tear everything down once everyone else has gone home.

There will be days where you are on your feet for hours, working outdoors in hot, cold, windy, or wet conditions. There will also be days where you are in the office planning every detail that makes those events successful.

Success in this role requires someone who understands that great events are delivered by great teams. Building, training, and leading volunteers is essential. Trying to do everything yourself will quickly lead to burnout. We are looking for someone who knows how to recruit help, delegate effectively, and create a positive volunteer experience while maintaining high standards.

Please apply only if you can genuinely commit to:

• Evening and weekend work throughout the year especially over Spring, Summer and Fall
• Physically setting up and tearing down events, including lifting and moving equipment up to approximately 50 lbs.
• Working outdoors in varying weather conditions.
• Leading volunteers with enthusiasm and professionalism.
• Managing multiple events and deadlines during busy fundraising seasons.
• Pitching in wherever needed because in a small charity, everyone helps make events successful.

While this role is highly hands-on, it also requires exceptional administrative and organizational skills. Behind every successful event is careful planning, accurate record-keeping, and strong attention to detail. The successful candidate will be confident using Microsoft Office (particularly Excel), maintaining databases and spreadsheets, coordinating schedules, preparing reports, tracking budgets and inventory, and communicating professionally with donors, sponsors, volunteers, and community partners.

An understanding of community fundraising principles and donor stewardship is essential, as is the ability to manage multiple priorities with accuracy, initiative, and minimal supervision.

Strong computer skills, excellent written and verbal communication, and a commitment to getting the small details right are critical to success in this role.

If reading the above makes you think, "That sounds like my kind of job," we would love to hear from you. If you are looking primarily for office-based work or predictable weekday hours, this position is unlikely to be the right fit.

Key Responsibilities

Event Logistics & Setup

• Plan and coordinate all event logistics
• Load, transport, set up, and take down tents, tables, signage, and event supplies.
• Manage on-site operations during events, ensuring smooth execution.

Volunteer Coordination

• Recruit, train, schedule, and support volunteers for community events and fundraising campaigns.
• Clearly communicate event roles, expectations, and schedules.
• Provide on-the-ground leadership and problem-solving during events.

Inventory & Supplies

• Organize inventory including silent auction items, community giveaways, and event materials, ensuring proper storage and accessibility.
• Maintain up-to-date spreadsheets for inventory and supplies, ensuring accuracy and timeliness.
• Source vendors and prepare purchase orders for event supplies, securing management approval as needed.
• Communicate with suppliers to ensure timely delivery of orders and manage online merchandise orders.
• Coordinate logistics for community giveaway days.

Campaign & Fundraising Support

• Assist third-party fundraisers with the supplies they need for their events.
• Represent Calgary Police Youth Foundation at community events, setting up information/display tables.
• Assemble and transport prize and gift baskets for events.
• Assist the Fund Development Director in planning, organizing, and executing fundraising campaigns and events.
• Support planning of logistics for campaign and events

Reporting & Evaluation

• Track volunteer hours, event attendance, and outcomes.
• Contribute to post-event evaluations and recommendations for improvement.
• Create and maintain detailed spreadsheets for tracking event RSVPs, donor information, and volunteer assignments.
• Provide regular updates and reports on campaign progress and event outcomes.

What We Are Looking For

• Event planning, volunteer coordination, or community program experience (charity/nonprofit experience a plus).
• Strong organizational skills and ability to manage multiple moving parts.
• Comfortable working evenings and weekends as required by event schedules.
• Physically able to lift and transport event equipment and supplies.
• Great communicator with a people-first approach to problem-solving.

If you are energized by bringing people together, passionate about helping youth, and ready to work in a small but mighty team where no two days are the same, we would love to hear from you.

The busiest periods of the year can be demanding. The successful candidate will understand the importance of planning ahead, recruiting volunteers, and sharing the workload to deliver exceptional events while maintaining a healthy and sustainable approach to the role.

How to Apply

Please submit your resume and cover letter by email to: cturnbull@calgarypolice.ca by Monday September 14th.

Your cover letter must include:

• Your salary expectations

Thank you to all applicants. Only those selected for an interview will be contacted.

Location:

• Calgary, AB T3J 3R2 (required)

Work Location: Hybrid remote in Calgary, AB T3J 3R2