Events Administrative Assistant Jobs

Position Summary

Signature Events (Run by the Foundation)

• Ensure that the administration of event back-end operations is coordinated and in line with the event and Foundation requirements and needs.

• Support the event team in securing in-kind items, partnerships and sponsorship deliverables.

• Support the event team with reporting for guest lists, seating charts, and event volunteer management/recruitment.

• Coordinate and manage volunteers as needed for events and pre and post-events.

• Assist the event team as needed with letter writing, sponsorship, in-kind donation gathering, and onsite event logistics/setup.

• Assist in the creation of post-event reports.

Community Events (Run by Community Partners/Supporters)

• Act as a resource for third-party events, providing information, donation processing and support.

• Ensure all proper permits, licences and regulations are followed.

• Coordinate tickets and attendees when Foundation staff are attending or participating in community events.

• Create and manage online donation sites for community groups and events

• Maintain an up-to-date calendar of all community events that are supporting the Foundation.

Licences and Permits

• Act as the liaison for the Foundation with lottery license and permitting bodies

• Complete the applications for lottery licenses/permits for the Foundation.

• Track a master list of license expiration dates and other regulatory requirements

• Compile and complete post-event lottery reports.

Other Support

• Update content on the Foundation website, as required.

• Proofreading support on publications, digital and social content.

• Provide front desk coverage for the Executive Assistant, as needed.

• Build, update and file post-event reports to create corporate history, learning best practices and transitional documents for Foundation staff and Board members.

• Work with the Finance team to ensure timely invoice creation, partnership/sponsorship agreements and payments are followed up on.

• Ensure the Raiser’s Edge records for community partners/sponsors are updated regularly with accurate and detailed information.

Qualifications & Experience

• Bachelor’s degree or college diploma in a related field, Event Management an asset

• 2+ years of experience in event management, non-profit or similar industry is an asset

• Excellent written and verbal communication skills; effectively interpret, organize and present information and ideas in written or presentation form

• Demonstrated skills in organization and attention to detail

• Strong analytical and problem-solving skills; collegial, collaborative style, willingness to search out answers, ability to recognize when others need to be involved in activities or decisions

• A high level of computer literacy required – in particular Excel, Word, cloud filing systems

• Quick learner with the ability to be adaptive to changing goals and priorities

• Outgoing and energetic

To Apply

Please forward a resume, cover letter and other relevant materials to Chris Green, Director of Communications, Marketing & Community Engagement Niagara Health Foundation – [email protected]