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Advancement Coordinator, Events & Stewardship

Application Deadline : 2019-01-07
Institution : Perimeter Institute of Theoretical Physics
Description :

The Advancement Coordinator, Events and Stewardship is a vital member of the Advancement team. In this role you will support a dynamic calendar of stewardship and cultivation events in a variety of styles, targeting different audiences, either at Perimeter or in associated markets. The Event Lead for most Advancement events, you will provide logistics and administrative support for top tier events managed by the Senior Manager, Stewardship and Events, and will also represent the Advancement team on most cross-departmental events at Perimeter. In this role you will also provide support in stewarding donors, in collaboration with the Senior Manager, Stewardship and Events.

The activities generated and supported by this position will enable Advancement to meet its target to raise $100M by 2025 through strengthening relationships with current and potential donors, leadership volunteers and key stakeholders.

Major Duties and Responsibilities:

Event Project Management (85%)

  • Supports the Senior Manager, Stewardship and Events as needed for top-tier event planning and execution,
  • Provides event coordination and logistics for all other Advancement events. Including:
     
    • Working with the Event “sponsor” to establish and monitor event plans, timelines and budgets,
    • Manage invitations, guest lists, and event reminders
  • Ensure appropriate data capture within CRM of event information
  • Coordinate logistics with external vendors
  • Manage internal scheduling, electronic communications, ticketing, financial administration, creative materials, food & beverage, décor, A/V tech requirements, and entertainment as appropriate to each event
  • Coordinate speakers and volunteers
  • Prepare event briefs, to include bios on key guests
  • Manage registration and ‘day of’ needs
  • Coordinate internal event logistics with multiple teams and roles across PI (Educational Outreach, External Relations, Communications & Media, IT, Facilities, and Bistro)
  • Prepare event debrief reports, consolidate post-mortem notes and provide recommendations for improvement and ongoing analysis
  • Act as a representative of the Advancement team in cross-departmental events
  • Participates in internal tactical prospect review meetings (i.e. “Scrums”), when strategically appropriate to plan / execute on events

Advancement Stewardship Support (15%)

  • Assist in the coordination of donor meetings and visits to Perimeter. Collaboratively executed with the Relationship Managers, the Senior Manager, Stewardship and Events, and/or the Advancement Co-ordinator, Major Gifts
  • Assists in the development and distribution of select stewardship materials
  • Work closely with the Advancement Coordinator, Major Gifts, and Advancement Coordinator, Communications and Leadership Support to ensure seamless management of prospect and donor relationships, volunteer needs and activity, and execution of general tasks


Education, Knowledge and Abilities Required:

  • Undergraduate degree or college diploma in a relevant field is strongly preferred. <span ":="" 12px"="">Completion of a Special Events diploma or degree from a recognized community college or university is an asset
  • Minimum of 2-3 year’s previous experience in managing high touch events is considered an asset for this position
  • Excellent professional communication (written and interpersonal) skills with ability to present information concisely, accurately, and effectively
  • Exemplary attention to detail with excellent planning, organizational and time management skills
  • Excellent interpersonal skills and a demonstrated ability to work successfully with multiple constituencies, both internal and external, in order to work toward and succeed in shared goals
  • Independent judgment in areas of time management, task prioritization, financial management and decision-making within a fast-paced, changing work environment
  • Proficiency with constituent relationship management databases and tools. Technical fluency is a strong asset
  • Project management is a strong asset
  • Demonstrates a high degree of discretion when handling confidential information
  • Available to occasionally work outside of standard business hours to support PI focused events

If you’re a focused and positive team player, who is energized at the idea of executing wildly successful and unique events here at Perimeter, then we want to hear from you.  We encourage all qualified candidates to apply before January 7, 2019; however Canadian citizens and Permanent Residents will be given priority. Perimeter Institute encourages applications from all qualified individuals, including women, members of visible minorities, native peoples and persons with disabilities. Applicants who require special accommodation in order to complete their application/interview are encouraged to contact peopleandculture@perimeterinstitute.ca for assistance.