Events and Engagement Coordinator

Royal Columbian Hospital Foundation • Full-time • New Westminster, British Columbia, Canada • C$ 55k - C$ 65k / year • 21h ago

ABOUT ROYAL COLUMBIAN HOSPITAL

Royal Columbian Hospital Foundation provides the highest level of care to the most critically ill and injured from throughout the region and province. We are a provincial referral centre for cardiac care, trauma, neurosciences, high-risk maternity, neonatal intensive care, and mental health. No other hospital in the province provides all of these services, at this level of care, on one site.

Right now, Royal Columbian is undergoing a $1.49 billion multi-year, multi-phase redevelopment. This is one of the largest government-funded health care redevelopments in BC’s history. The first phase of our redevelopment, a new Mental Health and Substance Use Wellness Centre, opened to patients in the summer of 2020. The second phase, a new Acute Care Tower, is scheduled to open in 2026.

ABOUT THE FOUNDATION

Royal Columbian Hospital Foundation (RCHF) is an independent charitable organization that raises millions of dollars each year to fund major projects, priority equipment needs, facility enhancements, research, education and innovation at RCH.

Supported by thousands of individuals, businesses, community groups and foundations, RCHF strives to achieve its vision to inspire giving and grow funding so patients have access to the best in health care at Royal Columbian Hospital.

POSITION OVERVIEW

The Events & Engagement Coordinator supports the planning and execution of Royal Columbian Hospital Foundation’s events portfolio. This role combines event logistics coordination with strong administrative support to ensure events, partnerships, and sponsorship activities are well organized and executed smoothly.

Working closely with the Associate Director, Events & Partnerships, the Coordinator manages event registrations, sponsorship administration, logistics coordination, and on-site event support. The role requires exceptional organization, attention to detail, and the ability to manage multiple moving parts while maintaining a high level of professionalism with sponsors, donors, volunteers, and internal teams.

RESPONSIBILITIES

Event Logistics & Coordination

Support the planning and execution of Foundation-led, partnership, and donor engagement events.
Coordinate event logistics including venues, catering, registration processes, signage, décor, equipment, transportation, and run-of-show materials.
Maintain detailed event timelines, checklists, and production schedules.
Assist with preparation of event materials including guest lists, name tags, signage, printed materials, and presentation assets.
Provide on-site event support and assist with real-time issue resolution.

Event Registration & Participant Coordination

Monitor event registrations and assist participants with registration questions or troubleshooting.
Maintain accurate participant records, including guest lists and attendee information.
Follow up with registrants to collect required details such as attendee names, contact information, and participation preferences.
Provide regular updates on registration status and participation metrics to internal stakeholders.
Coordinate communication with registered participants, including confirmation emails and event information.

Partnership & Sponsor Administration

Support fulfillment of partnership agreements, including recognition materials, signage placement, and event participation details.
Coordinate sponsor communications related to event participation and deliverables.
Track sponsorship commitments, payments, and related documentation.
Assist with invoicing sponsors and maintaining accurate financial tracking for sponsorships.
Collect sponsor assets such as logos and recognition information and ensure proper filing and distribution for event materials.

Cultivation & Stewardship Event Support

Support logistical planning and execution of donor-focused events led by the Associate Director, Events & Partnerships and Primary Relationship Managers.
Coordinate invitations, RSVPs, seating plans, guest communications, and event-day materials.
Assist with preparation of stewardship materials that demonstrate donor impact and recognition.

Vendor & Budget Support

Liaise with vendors regarding orders, timelines, and event-day requirements.
Track event-related invoices and support budget monitoring.
Assist with contract documentation and internal approvals as required.

Volunteer Coordination

Assist with recruitment, onboarding, scheduling, and communication of event volunteers.
Provide direction and support to volunteers during event setup and delivery.

Administrative & Reporting Support

Maintain event files, documentation, and records across event projects.
Track key event metrics including registrations, sponsorship participation, and attendance.
Support preparation of internal reports and event summaries.
Contribute to post-event debriefs and documentation of lessons learned and best practices.

PROFESSIONAL/TECHNICAL CAPABILITIES

Strong organizational and project coordination skills; able to manage multiple concurrent tasks with attention to deadlines and detail.
Familiarity with donor-centered communications and sensitivity to working in a fundraising environment.
Proficiency in digital tools, including MS Office and CRMs (e.g. Raiser’s Edge, or similar), with an interest in learning new software.
Comfort with financial administration tasks such as invoicing and expense tracking.
Excellent verbal and written communication skills.
A collaborative, solutions-oriented approach with strong interpersonal skills and the ability to work effectively with internal teams and external vendors.
Sound judgment, discretion, and professionalism, particularly when handling confidential or time-sensitive materials.
Confidence working in a fast-paced, mission-driven environment where priorities may shift quickly.

QUALIFICATIONS

Degree/post-secondary training in event management, hospitality, or a related field. Or a suitable combination of education and experience in events coordination.
Experience coordinating and executing various types of events, including networking programs and fundraising initiatives.
Experience in an administrative or operations role, with strong attention to detail and a methodical approach to tasks.
Eligibility to work in Canada.

BENEFITS

• Generous vacation policy where all team members start at 20 vacation days per year (prorated for the first year).

• Comprehensive Benefits including:

o Pension Plan

o Dental, Vision, Extended Health Benefits

o Health Spending Account that can be used to subsidize dental, vision, or prescription drugs.

o Wellness Spending Account to use on gym memberships, fitness classes, etc.

o Professional Development Program for workshops, professional courses, and professional designations.

TO APPLY

Please email your cover letter and resume to: career@rchfoundation.com

RCHF is an equal opportunity employer committed to hiring on the basis of merit. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, genetic information, national origin, protected veteran status, disability status, or any other characteristic protected by law.

RCHF celebrates diversity and is committed to creating an inclusive environment. Through a rich diversity of skills, knowledge, backgrounds and experience, we are better able to serve our community. We encourage all qualified individuals to apply.

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