Event Coordinator

Location

Whitehorse, YT | Canada

Job description

About the Yukon Learn Society

The Yukon Learn Society is a dynamic and growing non-profit literacy organization, established over 40 years ago. Yukon Learn offers free adult literacy programs and services to assist clients in achieving their literacy goals, and enriching their lives. We work at a grassroots level, developing programs and services to meet the current literacy needs of Yukon adults. Yukon Learn has a mission to bring literacy to our learners, and promote lifelong learning and wellness.

Job Summary:

The Event Coordinator works under the supervision of the Program Manager to coordinate a successful golf fundraising event, the 30th Annual Yukon Learn Play Golf Invitational, in honour of Peter Gzowski, which is the territory's largest annual fundraising tournament for literacy. The Event Coordinator is required to work closely with the sponsors and contributors as well as the Yukon Learn Society (YLS) staff, management, contractors, clients, and volunteers while working as a team member. The duties are, but not limited to:

Primary Duties:

• Manage sponsor and contributor event database,
  
• Contact potential sponsors for donations and tournament sponsorship,
• Act as point of contact for all event inquiries via telephone and email, walk in’s, etc.
• Attend all fundraising staff meetings and report the progress of plans or identify issues,
• Ensure set up for golf day and night before events are in place,
• Ensure that entertainment events are coordinated,
• Ensure adequate supplies, prizes, and signage are on hand by ordering & picking up,
• Advise staff of problems, concerns or constraints as they arise,
• Fulfill any publicity and promotion roles, including contacting newspaper, radio and television media or advertising of the golf tournament,
• Ensure all needs of celebrities, entertainers, sponsors and volunteers are met,
• Help to recruit golf day volunteers and assign tasks,
• Ensure goods and services have been received and receipted,
• Maintain a complete set of electronic and paper files/materials on all aspects of the event,
  
• Creating and generating accurate monthly and final reports,

Other Duties:

• Answering the telephone, taking accurate messages, checking voicemail,
• Create correspondence as requested and follow up with telephone calls,
• Performing other associated administrative duties,
• Assist with updating and setting up the silent auction website
• Ensuring goods and services have been received and receipted prior to deadlines,
  
• Ensure post-golf day documentation is complete and correct and that Thank You letters have been issued.
  

Office Equipment Skills:

• Efficient in the use of Microsoft Office, including Word, Excel and Outlook,
• Experience with Microsoft SharePoint, Teams, and OneDrive is an asset,
• Experience with Zoom is an asset
• Experience with Adobe Acrobat Pro DC an asset

Management Skills:

• Time management skills,
• Coordination and planning skills,
• Ability to prepare personal work-plan, assist in budgeting, and follow a budget.

Interpersonal Skills:

• Excellent communication skills,
• Good organization and coordination skills,
• Ability to source and secure sponsorship via cold calls,
• Ability to liaise with various businesses, agencies, institutes,
• Ability to work cooperatively with others

Qualifications:

• Experienced in soliciting sponsorship and donations,
• Experienced in coordinating successful special events,
• Ability to work both independently and as a team,
• Training and experience in basic administrative systems and procedures,
• Strong time management skills,
• Able to work and meet various deadlines,
• Experience working with a vast array of clients from many different backgrounds,
• Good understanding of local and national literacy issues,
• Strong interpersonal and conflict resolution skills.

Personal Suitability:

This is a youth position for an individual between 15 and 30 years of age.

This position requires an individual who is genuinely interested in the overall goals and objectives of the Yukon Learn Society. The ideal candidate has the ability to establish cooperative conditions, diplomacy, tact and good judgment when dealing with potential sponsors, staff, management, learners and community members. Must maintain confidentiality, be dependable and have the ability to work with strict timelines.

The Yukon Learn Society is committed to building a skilled, diverse
workforce reflective of our Yukon community. As a result, we promote
employment equity and encourage candidates to indicate voluntarily on
their application if they identify as BIPOC (Black, Indigenous, or
People of Colour), a woman, or a person with a disability. Yukon Learn
is also committed to developing inclusive, barrier-free selection
processes and work environments. If contacted in relation to a job
opportunity, you should advise the organization’s representative in a
timely fashion of the accommodation measures which must be taken to
enable you to be assessed in a fair and equitable manner. Information
received relating to accommodation measures will be addressed
confidentially.

Must be able to obtain CPIC clearance.

This position is for 3 months.

Job tags

Salary

$27 per hour