We’re Hiring!
JOB TITLE Administrative & Events Assistant
DEPARTMENT Development
LOCATION PW112-700 William Avenue
REPORTS TO The Director of Partnerships & Events & the Director of Finance
The Health Sciences Centre Foundation rallies individual, corporate, and institutional donors in support of HSC Winnipeg—Manitoba’s hospital. By inspiring Manitobans to donate, the HSC Foundation enhances patient care and accelerates innovation at HSC through the acquisition of state-of-the-art technology, the development of new clinical spaces, and the promotion of groundbreaking research. Through specific, timely, and essential investments, the HSC Foundation helps to deliver tomorrow’s health care, today.
Job Summary
The Administrative & Events Assistant delivers vital administrative and project management support to the Foundation’s Annual Signature Events and related development plan. As the first point of contact, the Administrative & Events Assistant also provides attentive reception services to the Foundation’s donors, Board and stakeholders.
Key Duties & Responsibilities:
- Assist the Director of Partnerships & Events with the preparation and delivery of the Foundation’s Annual Signature Events and related development plan
- Provide day-to-day reception services as the first point of contact for in-person and telephone inquiries and administrative support to the Annual Signature Events
- Assist with the development, coordination and distribution of packages, letters & eblasts as required
- Coordinating the invoicing function for sponsorship as well as maintaining the Accounts Receivable tracking sheet
- Update budgets accordingly, ensuring tracking is consistent and accurate
- Attend committee meetings for signature events and take and prepare all meeting minutes
- Act as administrative contact for RSVPs and maintain accurate attendee lists
- Assist with logistics, décor, set-up, etc. for annual events as required and defined
- Ensure relevant information is compiled and entered into Raisers Edge
- Act as liaison for all third-party events which includes administration of agreements, and assisting third party event organizers with brand management and promotions
- Assist with project management to ensure deadlines are adhered to for event management and marketing support
- Deliver excellent customer service, across multiple channels: the phone, in writing, and in person
- Provide general clerical and office management duties including photocopying, filing, faxing and incoming and outgoing mail (includes Foundation email inbox)
- Manage office supplies, inventory and catering
- Coordinate courier deliveries and pick-ups
- Other duties as assigned
Education & Experience
- A university degree or college diploma in business, events management or hospitality administration is preferred
- A minimum of 3-5 years experience in event management, customer service and/or administrative support
- Proficiency with MS Office software
- Ability to work in Adobe programs is an asset
- Demonstrated knowledge of database management and procedures (Raiser’s Edge experience an asset)
Skills & Abilities
- Demonstrated success in project management (timelines, budgets, follow-through)
- Strong verbal and written communication skills to efficiently gather and relay information both internally and externally
- Exceptional organizational skills and ability to balance multiple priorities and deadlines in a sometimes fast-paced environment
- Professional phone and reception etiquette
Application Process
Please submit a cover letter, resume, and salary expectations to info@hscfoundation.mb.ca by August 2, 2021. Thank you for your interest. Only those candidates selected for an interview will be contacted.
