Events Assistant

UHN Foundation; Toronto; On-site; CAD 45,000 - 60,000; Full time

Job summary

The UHN Foundation is seeking an Events Assistant to support the Events team with operational and coordination tasks. This role involves planning meetings, managing logistics, and maintaining essential documents. Ideal candidates will possess strong communication skills, organizational abilities, and a relevant degree. Join a leading healthcare organization focused on innovation and excellence.

Benefits

Extensive benefits package

Flexible work arrangements

Growth and development opportunities

Defined benefits pension plan

Birth parent/parental leave top-up

Extended long weekends around statutory holidays

Qualifications

• Relevant 4-year degree or equivalent experience.
• Proficiency in Microsoft Office and familiarity with CRMs.
• Ability to stand and walk for long periods.

Responsibilities

• Providing operational and coordination support to the Events team.
• Maintaining documents, tools, and technology for event planning.
• Coordinating meetings and handling logistics for stakeholders.

Skills

Communication

Coordination

Collaboration

Diplomacy

Learning mindset

Education

4-year degree or a 3-year degree/diploma with a professional certification

Tools

Microsoft Office

CRM software

Job description

About Us

Part of University Health Network (UHN), Canada’s #1 hospital, UHN Foundation raises funds for research, education and excellence in patient care at Toronto General and Toronto Western hospitals, Toronto Rehab and The Michener Institute of Education at UHN. Our donor community is UHNITED to help us change the status quo of healthcare – helping recruit and train the brightest medical minds from around the world, develop new treatments for disease, and advance bold medical research.

UHN’s Toronto General Hospital has been ranked the #3 hospital in the world on Newsweek’s 2024 World’s Best Hospitals list, citing our leadership in transplantation, cardiac and vascular care, and surgical innovation. UHN is the only publicly funded hospital in the top five – also making us the world’s #1 publicly funded hospital.

The Foundation´s vision and mission are to enable global leadership and innovation in health by developing strong relationships with UHN stakeholders. We are committed to supporting UHN's vision to create a healthier world by embodying our values of integrity, accountability, collaboration and inclusion. Together with our donors, we are helping Canada’s #1 hospital reimagine healthcare.

Overview and Key Accountabilities

The Assistant is primarily responsible for providing operational and coordination support to the Events team. As part of this role, the Assistant assists in event coordination, acts as a first point of contact for key stakeholders, and maintains documents, tools and technology. The Events Assistant role is a key member of the team and is responsible for planning and coordinating meetings, preparation of agendas and presentation materials and triaging requests from stakeholders, as well as executing day-to-day administrative activities. The work environment is dynamic, and an ability to deal with shifting priorities and sensitive material is essential. Collaboration, strong communication skills, diplomacy and a learning-mindset are highly valued.

Key areas of responsibility include:

• Operational Support
• Coordination Support
• Administrative Support

Operational Support

• Identify and collect the required information to support the development and tracking of project and operational plans, budgets and/or resourcing requirements.
• Draft and develop status presentations, reports, communications as needed by the manager, including identifying risks, issues and decisions required.
• Support the development of tools and templates; where required.

Coordination Support

• Acts as the frontline contact for internal/external calls and inquiries; triages and tracks requests as required.
• Support the team on administrative activities to implement project/program/operational area objectives.
• Complete correspondence to donors, clients, and/or stakeholders.
• Maintain project and operational documents and sites.
• Collect and encode information into forms/templates as required.
• Complete budget related responsibilities for the team including tracking and submission of expenses and invoices.

Administrative Support

• Coordinates meetings, appointments and supports events as required; handles required meeting logistics.
• Prepares basic meeting documents in coordination with manager.
• Attends meeting and takes minutes where needed.
• Follows up on required activities and shares notes with attendees as required.
• Coordinate meetings with key stakeholders, handle logistics, work with executive to draft speaking notes, meeting agendas, and take and distribute minutes as required.
• Special projects and other duties as assigned.

Position Requirements

• Position Requirements A relevant 4-year degree or, a relevant 3-year degree/diploma combined with a professional certification or, an equivalent combination of formal education and relevant experience.
• Proficiency in the full suite of Microsoft Office products and internet tools. Familiarity with and aptitude for CRMs is an asset.
• Ability to stand and walk for long periods of time, in addition to carrying event supplies.
• Standard 2 days in office per week. Days will increase during busy seasons.

Alongside competitive salaries, we offer an extensive benefits package, flexible work arrangements, growth and development opportunities, defined benefits pension plan, birth parent/parental leave top-up, extended long weekends around statutory holidays and more.

University Health Network thanks all applicants; however, only those selected for an interview will be contacted. UHN has a diverse workforce and is an equal-opportunity employer.