Community Engagement & Event Coordinator

  • Kelowna
  • This position has been filled

The individual in this role will be responsible for cultivating and nurturing relationships with various stakeholders to raise awareness of Mamas for Mamas. Working closely with the executive team, the Coordinator will oversee the planning and execution of events and activities related to important milestones, as well as relevant programs and campaigns initiated by both the organization and third-party entities. This includes managing all aspects of small event planning, both internal and external. The Coordinator will work closely with the Executive team to assess their requirements, budget, and available resources, while also scouting locations, coordinating supplies, and collaborating with donors to ensure all necessary items are obtained within the parameters set by Mamas for Mamas. An integral part of the role will involve working alongside volunteers. Additionally, the Coordinator will be responsible for general communications duties and assigned communications projects.

Key Responsibilities

  • Public speaking skills and comfortable working with groups, (small and large)
  • Identify and pursue opportunities for third-party events and liaise with organizers
  • Knowledge of community groups and strong ambition to connect with groups
  • Provides expertise in the development, organization, administration and execution of special events and keeping pre and post event details
  • Contributes to and helps implement plans to engage stakeholders and volunteers
  • Liaise with internal departments, committees, and external clients to facilitate the coordination of event production.
  • Strong interpersonal skills in establishing successful working relationships both internally and externally
  • Other duties and committee work as assigned
  • Develop and maintain project schedules and timelines for events
  • Identify and implement improvement strategies and best practices
  • Administrative tasks associated with event invoicing, letter preparation, contracts and stakeholder correspondence
  • Co-ordinate the preparation and distribution of all “thank you’s” to volunteers
  • Participate in the implementation of the communications and marketing plans for each event in concert with the Manager, Communications
  • Recruit, train and supervise volunteers and support staff to assist with special events and other activities aligning with the agency’s opportunities for volunteer engagement
  • Responsible for ensuring data regarding stakeholders and events on the Foundation database is current and accurate, including all data entry and information updates
  • Collaborate with team to decide theme, budget, location
  • Understanding of event purpose and messaging
  • Scout locations through contacts and potential donation of site
  • Access decorations and accessories through resources, supplies from previous events and budget friendly options
  • Collaborate with volunteers and donors to arrange set up and clean up times
  • Availability throughout the event to address concerns and issues that arise day of
  • Communicate with volunteer coordinator for volunteers at the event, including set up and clean up
  • Arrange complete clean up and return of items to Mamas office or off-site donators

Qualifications and Experience

  • Post-secondary education or equivalent experience in communications, public relations or event management
  • Minimum of two years proven results with the management of small and large events/fundraisers
  • Marketing and/or media relations experience is an asset

Key Competencies

  • Excellent oral and written communication skills
  • Proficiency in the use of all Microsoft Office applications and donor database systems
  • Proven ability to establish effective working relationships with all levels of management and senior volunteers
  • Strong organizational (time management), analytical, and problem solving skills
  • Ability to multi-task, manage and meet tight deadlines
  • Must be able to work well independently and as a member of a team
  • Personal suitability is an important consideration
  • Must have own transportation and the flexibility to work some evenings and weekends