Manager, Special Events

Hamilton Health Sciences Foundation provides vital funding to enable the best possible patient care. We inspire and motivate gifts that fund medical equipment and patient amenities, innovative research initiatives, essential redevelopment of clinical care spaces, and the education and training of health care providers.

As a registered charitable organization, we proudly support patients and families across south-central Ontario, and from outside the region, who receive specialized care at Hamilton Health Sciences including Hamilton General Hospital, Juravinski Hospital and Cancer Centre, McMaster Children’s Hospital, and St. Peter’s Hospital. The associated programs at the Regional Rehabilitation Centre, McMaster University Medical Centre and Ron Joyce Children’s Health Centre are also included.  The Foundation is committed to the Donor Bill of Rights and to being a donor-centered organization.  All members of The Foundation’s staff team support development activities by ensuring the maintenance of accurate records of information on the Raisers Edge database.  Hamilton Health Sciences Foundation is committed to protecting the privacy of our donors and prospects.

This is an exciting time to join Hamilton Health Sciences Foundation as we build upon a strong foundation of our Culture Code that includes the values of respect, impactful and inspiring.  We believe that relationships and partnerships are the basis of excellence in fundraising and have a vision to see a community of inspired and committed donors who embrace It’s Vital to Care.  Every position in The Foundation contributes to a safe, inclusive environment for all through compliance with The Foundation’s diversity, equity and inclusion philosophy and patient and staff safety policies and procedures.

Position Summary:

 Reporting to the Director, Corporate Partnerships, the Manager, Special Events is a collaborative, creative, organized and strategic event management professional that is excited to lead the development and implementation of a robust portfolio of special events.  This position is responsible for the logistical execution of a range of peer-to-peer, virtual and in-person fundraising and special events.  Thoughtfully delivering an exceptional and engaging experience, the Manager is dedicated to increasing the profile of the Foundation within our community and corporate network.

The Manager, Special Events will work closely with colleagues across the Foundation on approaches and opportunities that build awareness and inspire support.  As strong planner, this position will lead and implement the entire event lifecycle including the development of innovative ideas, critical paths and budgets, assignment of responsibilities, outreach to suppliers, coordination with event support contracts, management of logistics and execution, and event evaluation.

The Manager, Special Events is required to function independently, exercising a considerable amount of initiative, innovation and resourcefulness to achieve strategic and impactful outcomes to realize the Foundation’s mission and annual goals.

Specific responsibilities include, but may not be limited to:

 Special Event Strategy and Execution

• Develop and deliver the strategy and operational planning for special events, including:
  • Signature events such as Walk and Wheel, Illuminight, Strides and Gala
  • Significant peer-to-peer third party events such as Million Reasons Run and RBC Race for the Kids
  • Donor Appreciation Events held annually to express gratitude and share the meaningful impact of donor support to move forward our mission.
• Strategically assess current and emerging trends in event planning, finding opportunities to elevate and enhance community and corporate engagement. Use market research to identify needs and interests of potential supporters to provide relevant programming.
• Compile post-event reports and recommend directional changes to strategy and planning, with the goal of increasing net revenue.
• Analyze all data associated with each event for reporting and marketing purposes.

Logistics and Planning

• Manage all event logistics, including but not limited to: working with suppliers, venues, sponsors and donors, coordinating any applications or license requests, and all event details.
• Create event critical paths, prepare site plans and production schedules for each event.
• Maintain financial tracking for each event and operate within the allocated budget, communicating variances, adjusting strategies, budgets and priorities as required.
• Manage and comply with event safety policies and procedures that foster a safe and inclusive environment for all participants.
• Manage primary event management and logistics vendor to ensure all aspects of the statement of work are fulfilled, particularly event-day logistics.

Fundraising and Relationship Management

• Achieve annual revenue targets for each event by maximizing event participation, gift-in-kind donations, and sponsorship opportunities.
• Create and implement acquisition plans to recruit new event participants and donors.
• Recruit, train, and manage volunteer participation.
• Strategize and collaborate with relationship management team and volunteers to secure appropriate prizing, and directly solicit, as appropriate.
• Respond to donor inquiries and requests for support (as appropriate).
• Cultivate and steward relationships with key partners, vendors, sponsors, and participants.
• Develop prospect cultivation engagement plans and actions for new sponsorship relationships, including directly soliciting and serving as primary relationship manager.
• Collaboratively work with internal fundraising teams to meet sponsorship revenue targets and implement recognition and cultivation initiatives.
• Work with cross functionally across the Foundation to ensure all sponsorship benefits are met and reports that measure success of engagement and event are provided post-event.
• In collaboration with Director, Corporate Partnerships, manage corporate relationships toward increasing engagement, including sponsorships, employee fundraising, and volunteerism.
• Manage relationship with select third-party events to maximize revenue and maintain on-going partnerships.

Administration

• Maintain Raiser’s Edge database for any relationships that are assigned to event portfolio, and ensure accurate, efficient data entry of donor/participant information, proposals and actions.
• Produce invoices, track payments, and payment follow-up, as needed.
• Manage post-event follow-up, including supplier payment, sponsor package production and assembly, and event analysis and reporting.
• Coordinate all event planning meetings, agenda, minutes and meeting materials

Marketing and Communications

• Collaborate with internal and external communications teams to develop content for event marketing materials and promotions.
• Work closely with communications and marketing colleagues to execute tactics that drive event registration and donations, including provide communication list requests for emails.
• Work with marketing colleagues on event marketing assets, including all print and digital materials.

Relationships:

Accountability:      Direct: Director, Corporate Partnerships

                                    Indirect: Vice President, Development HHSF/MCH

Functional Relationships:

• HHSF Leadership and Staff Teams
• Community and Event Volunteers
• Hospital Staff
• Event Management Contracted Service Vendor(s)

Candidate Qualifications

Education/Experience:

• Post-secondary education with either a college diploma or university degree
• Certificate in development, fundraising or volunteer management an asset
• Progressive events management experience, including annual planning, budget management and implementation.

 Knowledge, Skill, Abilities:

• Demonstrated excellent communication skills (verbal and written), interpersonal, problem solving skills
• Demonstrated superior organization, flexibility, and multi-tasking skills within a team environment
• Exceptional planning and time management skills, combined with a strong attention to detail
• High degree of initiative and ability to manage multiple tasks and prioritize tasks in a positive and effective manner, meeting critical deadlines
• Ability to analyze results and make appropriate adjustments and recommendations
• Ability to make decision in ambiguous situations, exercise good judgement base on information and analysis in a fast pace, dynamic and deadline driven environment in an organized and professional manner
• Ability to manage productive relationships and motivate others to accomplish specific tasks
• Ability to condense and package information in a visually appealing and logical manner
• Understand the need for professionalism, discretion and patience when communicating with donors and volunteers
• Strong computer skills in utilizing Microsoft Office programs (Excel, Word, PowerPoint, Outlook), data entry into and reporting from database system, and chat and video conferencing programs
• Demonstrated commitment to the highest standards of ethical practice
• Experience with Raiser’s Edge/NXT fundraising software an asset
• Experience using social media platforms including Facebook, Twitter and Instagram an asset

Office Location

Location of work is 1 King Street West, Suite 702, Hamilton ON and the Foundation will follow all public health guidelines with respect to COVID-19.  HHSF team may be required to host donor tours and other meetings at hospital sites.  Remote and Flexible work may be accommodated after three month of employment based on approval of VP.

Working Conditions:

• Travel is required; the incumbent must possess a valid driver’s license and have use of a reliable vehicle as the position will visit various Hamilton Health Sciences sites, Foundation events, and corporate partner locations.
• The nature of the work is such that early morning, evening and some weekend work is required, including attending all special events.
• Proof of full COVID vaccination is mandatory for employment with Hamilton Health Sciences Foundation in accordance with policy.
• A Vulnerable Persons Police Check is a requirement of employment.

Salary Range:

The salary range for this position is between $65,000 and $75,000, commensurate with experience. HHSF provides a competitive benefit package and pension plan (HOOPP).

How to Apply:  Please submit your resume and cover letter to HHSFcareers@hhsc.ca by February 17^th, 2023 with the job title in the subject line.  Applications will be reviewed and invited for next stages of the recruitment process, as received. We would like to thank all who apply, but only those selected to move forward will be contacted.

The Hamilton Health Sciences Foundation is an inclusive and equal opportunity employer. Our commitment to diversity, equity and inclusion within HHSF reflects a belief that we will make the greatest impact to our mission when everyone can genuinely and fully participate without barriers or exclusion. We are dedicated to creating a workplace reflective of the community we live, work and serve and welcome applications from diverse and equity-deserving groups.

 The Foundation is committed to providing a barrier-free recruitment process and work environment. Accommodation, if requested, will be provided throughout the recruitment process in accordance with the Canadian Charter of Rights and Freedom, Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code. Should any candidate require accommodation in any phase of the recruitment process, please contact Heather Slye (905.521.2100 x 44624 or HHSFcareers@hhsc.ca) for assistance.