Pilgrims Hospice Society (PHS) is a registered charity that provides supportive and compassionate family-centred care to enhance the quality and dignity of life for those diagnosed with a progressive, life-limiting illness as well as support to those who are grieving the death of a loved one, from any cause. 

The Ideal Candidate:

Do you love coordinating events and helping to keep a team organized? Do you embrace technology and are highly organized and detail oriented? Do you have a passion for making a difference in the lives of others? If so, you may just be the newest member of the Pilgrims Hospice Society team.

Position Summary:

Reporting to the Director, Fund Development, the Fund Development Events Coordinator is responsible for coordinating and supporting all aspects of fundraising and donor appreciation events, including data entry and accurate record keeping, stewardship initiatives, relationship tracking and successful execution of events. The Fund Development Events Coordinator is accountable for the coordination and execution of all Fund Development specific events and special projects, as assigned and is expected to work within PHS guidelines, policies/procedures, strategic initiatives, and mission of the organization. 

Primary Duties and Responsibilities: 

• Responsible for on-site coordinating and executing all aspects of PHS annual fundraising events (ie. Hike for Pilgrims Hospice in April, Sunflower Luncheon in September), and all donor appreciation events throughout the year, in accordance with PHS event workback plans. 

Event Coordination/Administration 

• Invitation mailouts (email or mail as applicable). Recording RSVPs and maintaining attendee registration listing(s) for events. Determine table assignments, as applicable for event.
• Monitor event project timelines and budget, including venue and vendor/supplier contract management, event staffing (volunteers), event day production schedule. 
• Event day setup and tear down, including technical requirements, signage and décor. 
• Post-event thank you notes and calls.
• Compile event statistics for trend analysis & reporting purposes during final debrief meeting.

Event Meetings/Scheduling

• Schedule and participate in all pre and post event meetings/check-ins as outlined in applicable event plan workback schedule for key stakeholders. 
• Update applicable event plan workback schedule as appropriate based on event feedback received from key stakeholders and the Fund Development Team. 
• Compile and distribute event meeting minutes and action items to applicable stakeholders after each meeting/check-in.

Event Contact

• Go to person for all questions from attendees, volunteers, support staff, suppliers/vendors, before, during, and after event.                                                                                                                                                                                                                                                              
• Perform a high volume of data entry for constituents, gifts and events, and action tracking in the Raiser’s Edge donor relations database, working alongside the Donor Relations & Stewardship Coordinator.
• Organize PHS direct mail appeals, working closely with PHS Marketing & Communications, the printing company and Canada Post.  
• Initiate timely correspondence by telephone, e-mail and mail; including thank you calls, issuing acknowledgements and generating official income tax receipts for donations received, within one (1) to three (3) business days. 
• Prepare Fund Development reports for weekly team meetings to provide updates on all current and upcoming fund development projects and activities. Record team meeting minutes and distribute minutes to team,  
• Follow PHS stewardship checklists and processes for all fund development events and special projects.
• Assist with scheduling of tours, as needed. May be required to provide tours to prospective or new donors on an ad hoc basis. 
• Support Fund Development Team in other projects and initiatives, as required. 

Qualifications and Skills: 

• Minimum of two (2) years events related work experience, preferred. 
• Post-secondary education in a relevant program (ie. Events Management, Business Administration, Fundraising, Hospitality Management), preferred. 
• Strong interpersonal skills with proven success in relationship building. 
• Demonstrated ability to work independently and as a strong contributor in a team environment. 
• Exceptional organizational and time-management skills.  
• Proficiency in Microsoft Office programs, required. 
• Prior experience using a donor relations database, preferably Raiser’s Edge or Raiser’s Edge NXT, is an asset. Familiarity with the events module in Raiser’s Edge NXT and the Zeffy online event platform is also an asset. 
• Experience with fundraising activities, such as mail appeals, special events, donor stewardship and appreciation, preferred. 
• Outstanding oral and written communication skills. 
• Experience working in the not-for-profit sector, an asset. 
• Excellent problem-solving skills.  

Working Conditions: 

• Flexible start/end times during work week, generally working 30 hours each week between 830am to 430pm, Monday to Friday. 
• Evening and weekend work will be required for scheduled events. 
• Ability to lift and carry up to 15 pounds. 
• Must have a valid Alberta Driver’s License and access to a vehicle for travel required within Edmonton and surrounding area for events and event planning. Minimal travel will be required.

Anticipated start date: January 6, 2025 (earlier start date may be possible)