Posted On: 2019-01-29
Closing On: 2019-02-11
Location: Toronto
Effective: ASAP
Website: http://www.the519.org
Employment Type: Full-Time
Level: Intermediate
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Job Description

PRIMARY FUNCTION

Reporting to the Director, Philanthropy this position plays a critical role in the philanthropic advancement of The 519 through the coordination of Philanthropy events, and coordination with philanthropic partners, including third-party fundraising initiatives, and sponsors. Key internal relationships include liaising with the Operations team, Volunteer Engagement, the Catering team, and the Finance Department. This exciting and challenging role requires a creative, detail-oriented and results-oriented individual with highly developed relationship management skills who has a proven ability to think strategically and work independently to drive new initiatives and enhance existing programs that support our goal of being the charity of choice for our communities.

 

KEY ACCOUNTABILITIES

Special Events:

  • Supports the planning and management of The 519’s philanthropic events, including Green Space Festival, Firefly Pub, Annual Gala, Annual Donor Event, including permit applications and adherence, site plan development, food/beverages, promotion and communications, staff training, ticketing and sales, patron safety and emergency contingent planning, load-in, load-out and cleanup;
  • Conducts post-event debriefs to ensure ongoing improvement to planning processes;
  • Contributes to budget processing and finance tracking related to philanthropic events;
  • Coordinate event logistics such as bookings, vendor relations, permits, a/v requirements, ticketing and others;
  • Complete pre-event strategic plans that outline logistic needs, staff requirements, budgetary items and deadlines for execution;
  • Ensure that all administration of event back-end operations are coordinated and in line with event and foundation requirements and needs;
  • Coordinate and manage volunteers as needed for events pre and post events;
  • Build, update and file post-event reports to create corporate history, learned best practices and transitional documents for The 519 staff.

 Partnership / Sponsorship:

  • Coordinates a portfolio of partnership relationships as assigned by the Director and aligned with the Philanthropy’s strategic objectives, including sponsorship prospects
  • Coordinates all third party fundraising events and activities;
  • Build, update and circulate partnership/sponsorship packages to relevant staff and stakeholders;
  • In coordination with the Director, seek out/acquire partnership/sponsorship for The 519 philanthropy events;
  • Track partnership/sponsorship commitments made by The 519 and work with relevant staff to ensure commitment fulfillment is met;
  • Act as the partner/sponsor relations for The 519 with the Director;
  • Work with the Finance team to ensure timely invoice creation, partnership/sponsorship agreements and payments are followed up on;
  • Ensure the database records for partners/sponsors are updated regularly with accurate and detailed information.

 Stewardship:

  • Coordinates and supports the development and the implementation of the various components of The 519’s philanthropy and advancement plans, with a focus on mass direct mail and email appeals, third party fundraising, and event coordination, within a donor-centric framework that ensures best practices in donor stewardship and growth;
  • Maintains appropriate record-keeping, conducts research, analysis and prepares regular timely reports and statistical information that supports the overall philanthropic strategies;
  • Manages confidential and sensitive information affecting operations, external relations, assets and organizational resources;
  • Build meaningful relationships with event donors, partners/sponsors, vendors and facility staff;
  • Ensure that proper and meaningful stewardship takes place in a strategic, planned and timely manner for all stakeholders involved in The 519 philanthropy events. 

Marketing/Communications/Digital Media/Social Media:

  • Prepares and arranges for distribution of all necessary events and appeals print and digital promotional communications including flyers, invitations and posters, in consultation with Communications team;
  • Work with relevant stakeholders to ensure that a comprehensive, timely and targeted marketing/communications plans is built for each event. (Media release social media plan, advertising/printing plans, expense budgets etc.).

Information Management:

  • Coordinates The 519’s donor/member database, including training and overseeing membership volunteers, and the integration with associated on-line platforms ensuring systems are robust, detailed and accurate;
  • Maintains appropriate record-keeping, conducts research, analysis and prepares regular timely reports and statistical information that supports the overall philanthropic strategies;
  • Manages confidential and sensitive information affecting operations, external relations, assets and organizational resources.

Philanthropy Team Support:

  • Supports the development and implementation of short and long term fundraising strategies for the organization;
  • Supports The 519’s philanthropy and fundraising and evaluation activities and prepares reports to ensure continuous improvement and high quality standards in The 519’s philanthropic objectives;
  • Maintains a high level of customer service with donors and responds to and/or brings forward complaints in a manner consistent with the organizational policies;
  • Implements and abides by The 519’s policies procedures and complies with all applicable legislation and regulations including coordination and training of event volunteers, confidentiality, MFIPPA and purchasing and inventory control systems;
  • Participates and supports The 519’s broad activities and other related policies and procedures;
  • Other duties as assigned.

 

KNOWLEDGE AND EXPERIENCE

  1. Post-secondary education in a relevant field (e.g. event management, communications, marketing, public relations), with  experience in fundraising and philanthropy operations and donor services at a registered charity, or equivalent combination of skills and experience;
  2. Demonstrated experience supporting the planning and execution of philanthropic events;
  3. Excellent time management skills and ability to work under pressure to meet deadlines and ability to work both independently and within a team structure. Demonstrated ability to anticipate problems/conflicts and take appropriate actions, to organize and prioritize work;
  4. Strong leadership, communication (oral and written), presentation, and interpersonal skills;
  5. Ability to multi-task effectively and meet competing deadlines for internal and external partners through a customer-centric approach including attention and focus on detail, high organizational standards and quality work;
  6. Proficiency with Microsoft Office suite, including Word, Outlook, Excel and PowerPoint, and experience managing and using donor databases. Preference will be given to candidates who have experience with Constituent Management Software (i.e. GiftWorks) or similar applications;
  7. Knowledge of and experience working in the LGBTQ2S communities and other marginalized communities that includes an awareness of current issues and trends impacting these communities;
  8. Commitment to social justice principles and an understanding of the intersection of gender, race, sexuality, and class; this position requires a commitment to and passion for social justice;
  9. Self-motivated: able to work independently or collaboratively as a team member;
  10. Working knowledge of MFIPPA, the Income Tax Act, and other relevant legislation.

 

TERMS OF EMPLOYMENT

Full-Time

Union Position – CUPE Local 2998

9

$25.34 per hour

40 hours per week, Monday – Friday, 9:00 am – 5:30 pm.  Occasional work during weekday evenings and on weekends is required.

 

APPLICATION INSTRUCTIONS

Email cover letter and resume to Careers@The519.org no later than 4:00 p.m. on Monday, February 11, 2019. Applicants must quote Job 19-02 in the cover letter and in the subject line of the email.

If you choose, you may provide us with the pronouns you would like us to use in your email or your cover letter. We will respect these pronouns throughout the hiring process.

The 519 actively encourages applicants from all equity seeking groups.  The 519 embraces diversity and is committed to creating an inclusive workplace.  Our goal is to attract, develop, and retain highly talented employees from diverse backgrounds allowing us to benefit from a wide variety of experiences and perspectives.  We thank all applicants and advise that only those selected for an interview will be contacted.  No agencies please.

In accordance with Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, 2005, and the City of Toronto’s Accommodation Policy, accommodation will be provided in all parts of the hiring process. Applicants need to make their needs known in advance.