Specialist, Events

Hospital Toronto Baycrest Center for Geriatric Care

Specialist, Events

Tracking Code
Job Description

Baycrest Foundation has an opportunity for a






The Baycrest Foundation is looking for an experienced Event Specialist to execute Stewardship & Cultivation events. This role oversees the Foundation’s donor stewardship events, and will be responsible for working closely with members of the Major Gifts team to bring donor event ideas to fruition. The incumbent will manage a yearly portfolio ranging from small-scale recognition opportunities to large Foundation events hosted at Baycrest. The role also entails working with other event teams to execute the departments larger profile events throughout the year with the opportunity to manage sole projects as they arise.


Responsibilities include but are not limited to:

  • Creates and manages budgets for each event and working with finance to reconcile
  • Negotiates contracts
  • Manages collateral and timelines to ensure all stakeholders are involved to deliver in a timely manner
  • Oversees the graphic design process – getting internal approvals and final approvals from donors when necessary, coordinating printing, and managing overall timelines
  • Creates any other required collateral material (name tags, reserved seat signs, etc.)
  • Oversees creating scripting, speaking notes for all events
  • Adheres to strict messaging and timeline deliverables
  • Executes requests by committees (working closely with MG to determine want vs need)
  • Attends committee meetings as necessary
  • Serves as additional liaison with major donors and board members
  • Creates and drives critical paths for all event to ensure deliverables are met
  • Manages stakeholders at numerous levels by sending weekly emails reminding of upcoming deadlines and tasks
  • Creates comprehensive briefing documents for both internal and external audiences
  • Delivers pertinent event information to members of Senior Leadership Team and Executive Team in a timely manner
  • Manages the planning and onsite coordination of venue, catering, AV, décor and other vendors as required
  • Works closely across departments (Foundation and Centre) to coordinate staff and operational details for on-site events
  • Collaborates with major gifts on process and requirements and advise on best practices for registration
  • Schedules and manages event volunteers

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 3-5+ years of experience in an event role, preferably in a professional fundraising environment
  • Experience navigating stakeholders with different priorities
  • Experience in customer service
  • Ability to manage multiple critical paths simultaneously
  • Ability to manage overlapping events and timelines
  • Ability to work with tight deadlines and short turnaround timelines
  • Ability to navigate continually shifting priorities in a nimble way
  • Must demonstrate initiative, be autonomous and be highly motivated
  • Excellent interpersonal skills, strong verbal and written communication skills
  • Proficiency with donor databases and prospect tracking systems; experience with Raisers’ Edge is an asset







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 8, 2018

Posting # 18-0340












     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



Return To Job Listings
Apply for this job