Events & Administration Assistant

EVENTS & ADMINISTRATION ASSISTANT

Overview:
At the Victoria Hospital Foundation, we are passionate about supporting quality, innovative, and accessible care through Victoria Hospital and our community service partners, ACCESS Fort Garry and Victoria Lifeline. Since 2009, we have invested more than $15 million in innovations that enhance patient care, prevent disease and injury, and improve the overall health and well-being of our community.

The Victoria Hospital Foundation values and supports employment equity and workplace diversity and encourages all qualified individuals to apply.

We welcome applications from people with disabilities. Accommodations are available upon request during the assessment and selection process.

Summary:
Reporting to the Communications & Public Relations Manager (CPRM), the Events and Administration Assistant is responsible for supporting all events that take place through the Foundation, and providing back up support to the Administrative Coordinator with general reception and administration duties.

You will support the Foundation with various stages of event planning, public relations, and fundraising, particularly as it relates to our major annual event, third party and stewardship events, board and staff events, and activities that we are supporting with our granting organizations (Victoria Hospital, ACCESS Fort Garry, and Victoria Lifeline).

Roles and Responsibilities:

Event Support:

• Assist the CPRM with the preparation, delivery, and promotion of the Foundation’s Annual Signature Event, stewardship events, third party events, and events and activities with granting partners.
• Liaise with vendors, sponsors and community partners to solicit and steward sponsorships, prizes, or in-kind donations.
• Assist with the development, coordination and distribution of invitations, packages, letters & other supporting materials to events.
• Coordination of prizes and auctions associated with fundraising and events.
• Coordination of sponsorship deliverables and recognition.
• Coordination of vendor and sponsorship contracts.
• Coordinating the invoicing function for sponsorship as well as maintaining the Accounts Receivable tracking sheet.
• Supports post-event expense/vendor/budget reconciliation.
• Attend committee meetings for signature events and take and prepare all meeting minutes.
• Act as administrative contact for RSVPs and maintain accurate attendee lists.
• Assist with logistics, décor, set-up, tear down etc. for events as required and defined.
• Supports recruitment, scheduling, and training of event volunteers.
• Supports file management system for all events.
• Ensure relevant information is compiled and entered into CRM.
• Act as liaison for all third-party events which includes administration of agreements, and assisting third party event organizers with brand management and promotions.
• Assist with project management to ensure deadlines are adhered to for event management and marketing support.
• Deliver excellent customer service, across multiple channels: the phone, in writing, and in person.
• Design print and electronic event materials in accordance with brand specifications.
• Support the development of promotional materials for events and community partnerships, including content for social media, email marketing and website.

Administrative Support:
Provide back up support to the Administrative Coordinator on the following:

• Reception services, acting as the first point of contact for in-person and telephone inquiries at the Foundation.
• Provide general clerical and office management support as required.
• Other duties as required.

Qualifications:

Education & Experience:

• A university degree or college diploma in events management, hospitality administration, communications or marketing is preferred
• A minimum of 1-2 years experience in event management or communications is considered an asset.
• Demonstrated knowledge of database management and procedures (Raiser’s Edge experience an asset).

Knowledge & Skills:

• Proficient in Microsoft Word, Outlook, basic Excel and Google Sheets.
• Ability to manage multiple projects and work assignments with an organized approach.
• Create and maintain strong working relationships easily with a variety of vendors, sponsors and committee members.
• Excellent interpersonal skills both in person and by phone, with high professionalism.
• Excellent written communications skills and email etiquette.
• Experience with direct sales marketing and communication tactics.
• Experience with email marketing and social media platforms considered an asset.
• Experience with project management considered an asset.
• Excellent organizational skills with meticulous attention to detail.
• The ability to take initiative and deliver projects under tight deadlines.
• Must be self-motivated and able to work well both independently and cooperatively.

Key Performance Indicators

• Ability to manage projects successfully.
• Excellent relationship management with key partners, donors, and stakeholders.
• High degree of organizational skills and workflow management.
• Commitment to teamwork.
• Excellent customer service.

Physical and Environmental Requirements of Job:

This position involves freedom of movement with periods of continuous sitting and data entry. Access to a vehicle and a valid Manitoba Class 5 driver’s license is required.

What We Offer:

Salary Range: $45,500 – $58,957

Schedule: Monday to Friday, 8:30 am-4:30 pm, occasional evening and weekend work related to meetings and events.

Vacation Leave: 15 days annually

Sick Leave: 15 days annually

Statutory Holidays: 13 days annually

Benefits: Healthcare Employee Benefits Plan, Healthcare Employee Pension Plan, Employee Assistance Program

Other: StAR employee discounts, professional development, a fun place to work with an amazing team, your own office, staff wellness room, low cost parking

Application:
Interested candidates are encouraged to email their cover letter and resume to Cheri Jackson at cjackson7@vgh.mb.ca. Closing date is Friday, January 26th at 4:30 pm.

This position requires a current satisfactory Criminal Records Check (including Vulnerable Sector Search), Child Abuse Registry Check and Adult Abuse Registry Check as conditions of employment. The successful candidate will be responsible for any service charges incurred. A security check is considered current if it was obtained no more than six (6) months prior to the start of employment.

We thank all applicants but only those selected for an interview will be contacted.

Job Types: Full-time, Permanent

Salary: $45,500.00-$58,957.00 per year

Benefits:

• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Flexible schedule
• Life insurance
• On-site parking
• Paid time off
• Vision care
• Work from home

Schedule:

• Monday to Friday

Work Location: Hybrid remote in Winnipeg, MB R3T 2E8

Application deadline: 2024-01-26
Expected start date: 2024-02-12