Event Coordinator
(12 months Contract)

JIAS Toronto is a not-for-profit corporation dedicated to helping immigrants with resettlement in the Greater Toronto Area. JIAS Toronto assists lawfully admitted immigrants and refugees in meeting basic financial, social, legal, and other requirements of immigration. We work to advance the well-being and social integration of newcomers by providing a full range of outreach, support, counseling, training, and referral resources.

We are seeking a highly organized Event Coordinator who will be responsible for planning logistics and execution for small, medium, and large-scale events at the agency. In this role, you will be responsible for working with external stakeholders, booking venues, coordinating with vendors and participants, develop and manage day-of activity plans, set-up, and logistics follow up. This role will work closely with the Fundraising and Engagement Coordinator under the supervision of the Senior Manager, Development. This position is a contract position, offering flexibility to work both remotely and in person at the JIAS offices, as well as out in the community for events.

RESPONSIBILITIES:

• Develop and manage event timelines, ensuring deadlines are met.
• Maintain project plans using Project Management tools (Wrike, MS Office tools, etc.)
• Work collaboratively with JIAS staff and leadership to develop event budgets.
• Coordinate venue selection, contracts, and logistics, including catering, room set-up, audiovisual needs, and accessibility requirements.
• Oversee event invitations, registration, and ticketing.
• Coordinate and liaise with special guests, presenters, performers, and honorees.
• Collaborate with the communications team to develop appropriate materials for the events and promote events through social media, traditional media, emails, and community outreach.
• Coordinate set up and takedown at events, ensuring all JIAS materials are handled appropriately.
• Participate in post-event evaluation and debriefing.
• Ensure all invoices related to events are received and processed in a timely manner.
• Work with the JIAS team to design engaging materials, speakers, presentations, entertainment, and awards.
• Other duties as assigned.

REQUIRED QUALIFICATIONS:

• Degree or Diploma or Post-Secondary education in Event Management or relevant field
• Proven experience in event planning, preferably in a non-profit environment
• Experience working with diverse stakeholders
• Excellent organizational and time management skills, working with timelines and deadlines
• Outstanding attention to details
• Represent the Agency’s mission, vision, and values; must be a team player
• Excellent communication, writing and interpersonal skills.
• Strong organization, planning, logistics, and execution skills
• Demonstrated knowledge of MS Office software
• Familiarity with vendors in the GTA and Jewish community establishments considered an asset
• Experience with Wrike, Salesforce, Mailchimp, and Paperless Post considered an asset

Posting date: July 31, 2024