Event Coordinator

University Hospital Foundation; Edmonton; On-site; CAD 42,000 - 56,000; Full time

Job summary

University Hospital Foundation is seeking an Event Coordinator to plan, manage and execute signature events, notably the Festival of Trees. You will collaborate with multiple departments to ensure flawless event operations, from logistics to donor engagement.

This temporary role requires strong organizational skills, volunteer coordination experience, and the ability to work in a fast-paced nonprofit setting. Flexibility for evenings and weekends is required to support signature events.

Qualifications

• Minimum of three years relevant work experience coordinating and planning events.
• Experience coordinating with volunteers in program delivery.
• Experience in non-profit event management preferred.

Responsibilities

• Coordinate, plan and execute Foundation signature events, including Festival of Trees.
• Build and maintain positive relationships with internal and external stakeholders.
• Maintain event plans to meet deadlines and document information.
• Prepare detailed logistics plans, schedules and checklists for each event.
• Prepare meeting agendas, minutes and action items.
• Contribute to post-event reporting and evaluation.
• Manage event ticketing and auction software, monitor sales and reports.
• Establish event performance metrics for engagement, participation and attendance.
• Liaise with venue staff and external vendors.
• Collaborate with Marketing to align brand and storytelling.
• Develop revenue-generating strategies and engage donors and sponsors.

Skills

Event coordination

Volunteer coordination

Budget management

Vendor management

Stakeholder engagement

Communication

Time management

MS Office/Outlook

Education

Degree or diploma in event management or related field

Tools

Microsoft Office Suite

Outlook

Job description

Our Background

The University Hospital Foundation is dedicated to a powerful, singular purpose: to continuously seek, inspire and support bold solutions to seemingly insurmountable challenges and ignite new discoveries in health. Responsible for raising and managing funds to advance innovation in prevention, research and patient care, the Foundation strives to transform and redefine health in the Edmonton area, throughout Alberta and around the world so everyone can live a longer, healthier life.

In the past ten years, generous donations from individuals and our corporate and strategic partners have contributed nearly $220 million to advance world-leading patient care at the University of Alberta Hospital, Mazankowski Alberta Heart Institute, and Kaye Edmonton Clinic, as well as groundbreaking research at the University of Alberta.

As an outcome-focused organization, UHF offers a flexible work environment where employees have the opportunity to work remotely. To learn more about us, visit our website at www.GiveToUHF.ca and if you have a keen interest in being a part of the future of healthcare in Alberta, please consider applying today!

Your Purpose

Reporting to the Manager of Signature Events, this temporary Event Coordinator position will collaborate with all departments of the University Hospital Foundation (the Foundation) to plan, manage, and execute signature and recognition events, most notably the Festival of Trees.

This position requires experience in event coordination, strong administrative skills, volunteer coordination, multitasking, and effective communication in a fast-paced environment.

Specific Accountabilities

• Assist with the coordination, planning and execution of the Foundation’s signature events, including Festival of Trees.
• Build and maintain positive working relationships with internal and external stakeholders.
• Support with maintaining event plans to ensure deadlines are met and information is properly documented.
• Prepare detailed logistics plans, schedules and checklists for each event.
• Prepare meeting agendas, meeting minutes and action items.
• Contribute to post event reporting and evaluation.
• Support the management of event ticketing and auction software including monitoring ticket sales, uploading auction items, and pulling reports.
• Maintain accurate records and establish event performance metrics, including metrics for engagement, participation, and attendance.
• Assist with liaising with venue sites staff and external vendors.
• Collaborate with Marketing and Communications department to align the Foundation’s brand and storytelling, contributing input and other assistance as required.
• Collaborate with various teams to develop revenue-generating strategies, and engage with donors, sponsors, and stakeholders at events.
• Provide feedback and recognition to volunteers for their performance and contributions throughout the events.
• Participate in event debrief meetings with key stakeholders.
• Track expenses (invoices and reimbursements): categorize, log, approve, and submit as required.
• Respond to customer service emails in the Events email inbox.

Qualifications

Education

• Degree or diploma in event management, project management, business, or non-profit management. A combination of education and experience will be considered.

Experience

• Experience with special event management preferably in a non-profit environment.
• Minimum of three years relevant work experience coordinating and planning events.
• Experience coordinating and working with volunteers in the delivery of programs and events.

Competencies

• Experience working in a fast-paced environment.
• Strong leadership skills; professional, highly organized, and self-motivated.
• Exceptional analytical, conflict resolution, and project/time management skills.
• Strong problem-solving and critical-thinking abilities.
• Demonstrated ability to maintain a high level of confidentiality, tact, and diplomacy.
• Proven track record of effectively planning and executing special events.
• Excellent written and verbal communication skills.
• Ability to work independently with minimal supervision and collaboratively as an integral member of a team.
• Proficiency in Microsoft Office Suite and Outlook.
• Ability to work a flexible schedule, including evenings and weekends as required; attendance at all signature events is mandatory.
• Valid Class 5 driver's license with access to a reliable personal vehicle for regular travel, event support, and organizational errands.
• Ability to meet the physical demands of the role, including lifting and carrying up to 40 lbs., setting up and dismantling event materials and equipment, and standing or walking for extended periods during events.
• Successful completion of a Police Information Check.

Applicants

We respect and value diversity and are proud to be an equal opportunity employer. We are committed to an inclusive environment for all employees and applicants and will make all employment-related decisions without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, age, disability or veteran status.

Closing date for this posting is August 17, 2026, or until successful candidate is found.

This is a temporary position that will end on December 18, 2026. The successful candidate must be available to support the Festival of Trees events during the week of November 23 – 30, 2026.