Event Coordinator and Executive Assistant - Toronto, Canada - University of Toronto

University of Toronto

Verified Company

Toronto, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Date Posted:06/12/2023

Req ID: 31933

Faculty/Division:

OISE

Department:

OISE:
Ofc of the Dean

Campus:
St. George (Downtown Toronto)

Position Number:

Description:

About us:

OISE is recognized as a global leader in graduate programs in teaching and learning, continuing teacher education, and education research.

As one of the largest and most research-intensive faculties of education in North America,
OISE is an integral part of the University of Toronto - Canada's most dynamic and comprehensive institution of higher learning.

OISE is committed to enhancing the social, economic, political and cultural well-being of individuals and communities locally, nationally and globally through leadership in teaching, research and advocacy.

A unique place to work, learn and grow,
OISE addresses current and emerging challenges with the scale, academic excellence and collaborativeenergy that few institutions in the world can claim.

Your opportunity:

Reporting to the Director, Advancement, Communications and External Relations, the position will serve as the first point of contact for activities and enquiries for the Office of Advancement and Communications at
OISE.

They will be responsible for maintaining all aspects of the Director's demanding calendar including the scheduling of meetings, booking travel arrangements; understanding the Director's portfolio and priorities, deciding which inquiries, requests and problems to handle on own initiative and which to delegate or refer/discuss with the Director.

This position will support the execution of all aspects of signature internal and external departmental and Faculty events, as well as coordinates all logístical arrangements for a wide range of Advancement events, such as lectures, receptions and dinners that take place locally, nationally and internationally.

In addition, this position will be responsible for assisting with donor relations, such as conducting outreach and thank you calls to donors, data verification of donor records, and drafting correspondences; drafting communication material to support alumni and donor activity; coordinating direct mail and electronic communications for advancement; and maintaining the website, as well as social media.

This position will also provide administrative support to the team, including scheduling meetings, writing routine correspondence, and managing documents.

The incumbent will utilize excellent customer service skills to foster positive relationships with internal and external stakeholders while supporting the team and helping us achieve the office's goals and vision.

Your responsibilities will include:

Acting as the first point of contact for general enquiries
Scheduling appointments
Maintaining senior staff calendars
Booking rooms and arranging appropriate accommodations
Resolving scheduling conflicts
Drafting donor acknowledgment and recognition communications
Determining logístical details and activities for events and/or programming
Preparing expense reimbursements

Essential Qualifications:

Advanced College Diploma (3 years) or acceptable combination of equivalent experience.
Minimum three years recent and related senior and/or executive administrative experience required and experience in providing fundraising support.
Demonstrated experience in coordinating and executing small to major events involving multiple stakeholders such as, conferences, receptions, and workshops.
Experience determining the logístical details and activities for virtual, hybrid and inperson events and/or programming including processing registrations, preparing itineraries, confirming room bookings and speakers, arranging catering, resolving issues that may occur during events, conducting postevent evaluation and analysis and performing other event related duties.
Experience tracking deadlines and maintaining a calendar.
Experience in philanthropy and in other fundraising environments.
Experience with record keeping and filing. Experience with fundraising database ARBOR or related database required. Experience preparing expense reimbursements and monitoring invoices.
Experience in editing marketing and promotional material for events, donors, alumni and outreach initiatives.
Experience administering social media platforms and writing for a web audience.
Experience providing administrative support to committees, including taking minutes.
Demonstrated experience collating and organizing data for reports, as well as identifying and resolving data anomalies and discrepancies.
Demonstrated experience fostering positive relationships with internal and external stakeholders and liaising with vendors, suppliers and venues.
Meticulous attention to detail. Strong organizational and timemanagement skills in order to coordinate a manager's schedule and ability to maintain indepth awareness of a broad range of issues and priorities.
Exc