Coordinator, Events

Appleby College; Oakville; On-site; CAD 55,000 - 65,000; Full time

Job summary

Join a leading educational institution as an Events Coordinator, where you will play a vital role in organizing impactful events that strengthen community ties and support fundraising initiatives. This full-time contract position offers a competitive salary and the opportunity to work in a dynamic environment dedicated to fostering engagement and excellence.

Benefits

Competitive salary based on market comparisons

Access to campus facilities including fitness centre and pool

Active engagement in community involvement

Qualifications

• Experience in hospitality or event planning.
• Ability to manage multiple projects and deadlines.
• Strong written and verbal communication skills.

Responsibilities

• Coordinate and execute events from planning to follow-up.
• Collaborate with vendors and departments for event success.
• Manage event materials and communications.

Skills

Organization

Communication

Problem Solving

Time Management

Flexibility

Tools

Microsoft Office Suite

Raiser’s Edge

Job description

Coordinator, Events

Location: Oakville, Ontario (on-site only)
Type: Contract Full-Time
Start Date: June, 2025 – October, 2026
Salary Range: $55,000.00 – $65,000.00

COME JOIN OUR TEAM:

As the Events Coordinator, you will be driving the success of Advancement events by providing comprehensive administrative, organizational, and logistical support to help achieve our goals of engagement through strengthening external relations, and supporting fundraising initiatives. Join us in making a lasting impact through outstanding events that foster community and support our mission!

HOW YOU WILL THRIVE:

In this role, you will be coordinating and executing events that bring our diverse community together. From school-wide celebrations to strategic fundraising initiatives, your attention to detail, ability to manage timelines, and outgoing personality will ensure every event is meaningful and memorable.

HOW YOU WILL SUCCEED:

• Own the event critical path, managing all stages from pre-event planning to on-site execution and post-event follow-up. This includes overseeing event concepts, theme development, floor plans, menus, décor, marketing strategies, rentals, A/V, set-up, execution, and tear-down
• Collaborate with departments, catering services, vendors, suppliers, and sponsors to ensure event requirements are clearly communicated and the event plan is well-executed.
• Work with Marketing to create and distribute event materials (printed and electronic), ensuring timely updates for stakeholders
• Partner with the Gala Committee to coordinate all event aspects, including Sponsorship and Auction item tracking, Marketing & Communications, Décor, Food & Beverage services, International & Alumni Relations, Ticket Sales, Budget tracking, and Volunteer Coordination
• Track auction items, donations, prizes, and gift-in-kind items, maintaining data in Raiser’s Edge (RE) event module.
• Source and manage vendors and suppliers, ensuring proper reconciliation of purchase orders and invoices
• Lead on-site event execution, providing a detailed event program and staying available to resolve issues efficiently
• Send thank-you letters, manage tax receipts, maintain donor relations, and foster a culture of appreciation
• Be present for all Advancement team events including those occurring on evenings and weekends

WHAT YOU BRING:

• Related field experience in hospitality, customer relations, or school/community event planning
• A proven ability to thrive in a fast-paced environment while juggling multiple projects and deadlines
• Flexibility to work evenings and weekends to support School events
• Exceptional organization and time management skills with laser-sharp attention to detail
• A proactive mindset and the confidence to take initiative, anticipate needs, and solve problems
• Strong written and verbal communication skills; comfortable engaging with parents, students, faculty, vendors, and donors
• A friendly, collaborative personality with the ability to work with a wide range of people and personalities
• High standards of professionalism and discretion, especially when handling sensitive information
• Tech-savvy with proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with Raiser’s Edge or other CRM systems is a plus

HOW YOU WILL BENEFIT:

• Competitive salary based on market comparisons
• Access to our top-notch campus facilities to include fitness centre, pool and beautiful grounds
• Active engagement in community involvement

WHO ARE WE:

Appleby College was founded in 1911 and is internationally recognized as one of the world’s leading independent schools. With 800 students from over 50 countries enrolled in Grades 7–12, Appleby offers an education that excites and challenges every student. Our curriculum combines rigorous academics with dynamic arts, athletics, community service, and boarding life programming, allowing students to discover and embrace their passions both inside and outside the classroom.

Hallmarks of the Appleby experience include our emphasis on global learning and cultural understanding with participation in a global learning experience.

Appleby’s Mission is to educate and enable its students to become leaders of character, major contributors to, and valued representatives of their local, national and international communities.

READY TO START YOUR JOURNEY:
If you are ready to grow your career and make an impact, we want to hear from you.

Please share your resume and a cover letter outlining your experiences and contributions directly on our portal by Thursday, May 29, 2025. While all applicants are thanked for their interest, only those chosen for an interview will be contacted.

As a condition of employment, a Criminal Record Check with Vulnerable Sector Screening is required.

We work to embed diversity, equity, inclusion, and belonging principles and practices as an integral and foundational part of Appleby’s culture and are committed to building a team that represents a variety of backgrounds, perspectives, and skills making us better together.

DO YOU NEED ACCOMMODATION:

Appleby College is committed to fostering an inclusive, equitable and accessible environment where everyone feels valued, respected, and supported. Accommodations are available for applicants with disabilities throughout the recruitment process. If contacted for an employment opportunity, please advise Human Resources if you require an accommodation.

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