Coordinator, Special Events

Hospital Toronto Baycrest Center for Geriatric Care

Coordinator, Special Events

Tracking Code
Job Description

The Baycrest Foundation has an opportunity for a




70.00 hours bi-weekly – Non Union


The Baycrest Foundation is looking for a dynamic self-starter to support the Project Manager for The Brain Project, a fundraising event that marries philanthropy with arts and culture. The Event Coordinator would be responsible for executing on the event strategy, maintaining critical paths and budgets, assisting in all logistics and working with lay leaders and members of the Baycrest Foundation to deliver the overall vision for the event’s third year.


Responsibilities (include but are not limited to):

  • Provides support to the Project Manager
  • Provides support for monitoring & updating the budget status, critical paths and briefing documents etc. throughout the year
  • Holds the relationship with artists from submissions, curator selection, pickup and delivery, to engagement communications
  • Develops all assets to engage participating artists to promote The Brain Project to their networks
  • Liaises with event vendors from manufacturers, printers and moving companies
  • Participates in weekly project meetings and status meetings
  • Works with internal Marketing & Communications Department, external public relations company, and creative agency to roll out marketing initiatives, track effectiveness and impact to the project
  • Support the Sponsorship Manager in ensuring that The Brain Project sponsors are recognized and that sponsorship deliverables are met, such as marketing benefits (marketing, social media, event activation), logistics management and tracking progress
  • Creates post event debriefs and post event report
  • Participates in brainstorming and event iteration planning sessions
  • Responsible for keeping Project Manager up-to-date with project action items
  • Assists in finding creative ways to save costs and find efficiencies
  • Acts as a Baycrest Foundation representative at other Baycrest Foundation events
  • Assists with any ancillary events related to The Brain Project, as directed by the Project Manager

Qualifications (include but are not limited to):

  • College Diploma or Undergraduate Degree or combination of related education and experience required
  • Certified Fund Raising Executive (‘CFRE’) credential is an asset
  • Minimum 2 years of experience in an event role, preferably in a professional fundraising environment
  • Proficiency with donor databases and prospect tracking systems; experience with Raisers’ Edge is an asset
  • Experience with a fundraising platform (such as Artez) would be an asset
  • Agency experience in event marketing and/or sponsorship activation is an asset
  • Experience in sponsorship measurement is an asset
  • Ability to work with tight deadlines and short turnaround timelines
  • Ability to navigate continually shifting priorities in a nimble way
  • Excellent interpersonal skills, strong verbal and written communication skills
  • Must demonstrate initiative, be autonomous and be highly motivated


Internal applicants: It is preferred that you submit your application online via our intranet.  Please ensure that your updated resume is submitted with your application.  Failure to submit your resume, may affect your candidacy for this position.

External applicants: Please submit your application online by clicking the Apply button below. 

Internal Expiry Date: August 15, 2018

Posting # 18-0352










     Remarkable people of Baycrest Health Sciences are changing the future of brain health and aging.




     Thank you for your interest in joining Baycrest. Only those applicants selected for an interview will be contacted. All successful candidates will be required to complete a police reference check/vulnerable sector screen. As staff we all share in maintaining a safe care environment for clients, families, and visitors and a safe work environment for staff, students, researchers, physicians and volunteers. Baycrest is committed to providing accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (‘AODA’). If you require accommodation for disability during any stage of the recruitment process, please notify Human Resources at 416-785-2500, ext. 2961.




Job Location
Toronto, Ontario, Canada
Position Type



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