SPECIAL EVENTS ASSOCIATE

Professional Association of Canadian Theatres (PACT); Vancouver; On-site; CAD 53,000 - 56,000; Full time

Benefits offered by this job

Extended Health Care

Dental Care

Vacation time 15 days per year

5 paid sick days

Job summary

The Arts Club Theatre Company is seeking a Special Event Associate to plan and execute fundraising events, manage vendor and in-kind relationships, and drive donor engagement. The role reports to the Director of Fund Development and collaborates with the Fund Development Team and cross-departmentally to advance fundraising goals.

The ideal candidate has 2–3 years of event planning or fundraising experience, strong organizational skills, and the ability to work under tight deadlines in a

Qualifications

• 2–3 years of experience in event planning, fundraising, donor relations, hospitality, sponsorship, or related field preferred.
• Proven ability to plan and execute donor events, manage timelines and logistics.

Responsibilities

• Plan, oversee and execute fundraising events (signature dinners, auctions, raffles, speaker series, donor receptions).
• Coordinate with database/CRM for ticket setup and reporting (Tessitura).
• Collaborate across departments and with vendors, sponsors, and volunteers.
• Attend events in evenings and weekends as needed.

Skills

Organizational skills

Project management

Budget management

Communication skills

Evenings/weekends availability

Vendor coordination

Detail-oriented

Education

Arts administration or related

Event management or fundraising focus

Bachelor's degree or equivalent

Tools

Canva

Tessitura

Job description

About Us

The Arts Club Theatre Company is Canada's largest year-round not-for-profit theatre company. The Arts Club offers the best in professional theatre and has staged over 650 productions. We are grateful to have our offices, rehearsal halls, workshops, and theatres on the unceded, ancestral and traditional shared lands of the xmθkwym (Musqueam), Skwxwú7mesh (Squamish), and Slílwta/Selilwitulh (Tsleil-Waututh) Nations.

Company Overview

About Us

The Arts Club Theatre Company is Canada's largest year-round not-for-profit theatre company. The Arts Club offers the best in professional theatre and has staged over 650 productions. We are grateful to have our offices, rehearsal halls, workshops, and theatres on the unceded, ancestral and traditional shared lands of the xmθkwym (Musqueam), Skwxwú7mesh (Squamish), and Slílwta/Selilwitulh (Tsleil-Waututh) Nations.

Who Are We?

We are scrappy, ingenious trailblazers who create powerful, intimate artistic experiences that make you feel fully alive.

What Is Our Purpose?

To make our community come alive.

What Is Our Vision?

A world where vibrant communities are shaped by stories that inspire connection and vitality in us all.

Our Values

v Determination: We have the drive to continue to move forward, with a respectful nod to our tenacious past and a fearless embrace of our future. It is through this forward momentum that we ensure we are the artistic leaders of our community.

v Curiosity: We have a strong desire to know more; about ourselves, our art, and our patrons. This spirit is reflected in our willingness to make room for diversity of thought. This exploration of different viewpoints and ideas is reflected in our engagement with each other, with our art, our peers, and our community.

v Creativity: We use our imaginations to explore our artistic practice and champion innovation in all the work that we do. We believe in the depth of our local talent and use our resources to showcase it.

v Comradery: We interact with each other with good-fellowship and levity. Our spirit of generosity and warmth is seen in our empathy towards each other, our artists, our patrons, and our community. This allows us to embrace differences and makes us stronger.

v Safety: The health and well‑being of each other and our community informs our work and creates a safe, inviting, and inclusive space for all who enter and interact with us. We commit to constantly review our practices to ensure they are anti‑racist and non‑discriminatory. We are fiercely dedicated to being an organization that continually respects, champions, and uplifts underrepresented voices in all jobs.

We also strive to provide a safer work environment, both physically and mentally, and we have made ongoing commitments to inclusion, anti‑racism and anti‑oppression. We want the stories we work together to tell to have nuanced and varied perspectives.

Job Description

The Special Event Associate will be responsible for planning and executing fundraising events to help grow the portfolio. Beyond their events responsibilities, they will also manage vendor and in‑kind relationships and sponsorships. The ideal candidate will be someone who works well with tight deadlines and can be a sea of calm in a work environment that is fast paced and constantly evolving.

This position reports directly to the Director of Fund Development and will work closely with the entire Fund Development Team. This position will also work closely with the Development team, volunteers and interns, and works collaboratively across departments to advance the organization’s fundraising goals.

Duties And Responsibilities

• Plans, oversees and executes:
• Fundraising Signature Dinners (approx. 4 annually)
• Silent and online auctions
• Annual raffles online and in theatres (approx. 3 annually)
• Spirit Speaker Series events (approx. 4 annually)
• Opening night Artistic Director’s Circle and Creators Lounge receptions (approx. 5 annually)
• Annual Donor Appreciation event
• Other fundraising and stewardship events as required
• Creates invitations for donor stewardship and corporate events
• Coordinates with database team on ticket setup and build for special events, as well as CRM reporting and management in Tessitura
• Works closely with vendors and in‑kind sponsors
• Works closely with the Corporate Sponsorship and Event Officer supporting corporate events, including coordinating needs with other internal departments as needed
• Assists with benefit fulfillment events for donors and sponsors
• Manages Development volunteers and interns at events
• Must attend events in the evenings and on weekends as needed

SKILL AND COMPETENCIES

• Excellent organizational, administrative, and project management skills.
• Strong attention to detail, with the ability to manage multiple projects and priorities at the same time.
• Experience managing event budgets, timelines, guest lists, logistics, and other event-related details.
• Self‑motivated, goal‑oriented, and able to take initiative and follow projects through to completion.
• Strong work ethic and a positive, enthusiastic approach to work.
• Excellent written and verbal communication skills, with the ability to work collaboratively with colleagues, donors, sponsors, vendors, volunteers, and other stakeholders.
• Professional, polished, and service-oriented, with strong interpersonal skills and sound judgment.
• Ability to work independently while contributing effectively as part of a collaborative team.
• Comfortable working in a fast‑paced environment and adapting to changing priorities.
• Strong computer skills: experience with Canva or other design programs is an asset.
• A valid driver’s licence is an asset.

Qualifications

• 2–3 years of experience in event planning, fundraising, donor relations, hospitality, sponsorship, or a related field is preferred.
• Demonstrated experience coordinating events from initial planning through execution and post‑event follow‑up.
• Post‑secondary education in arts administration, event management, fundraising, communications, business, or a related field, or an equivalent combination of education and experience, is an asset.
• Knowledge of or experience working in the arts, culture, charitable, or non‑profit sector is an asset.

Benefits

• Employee Benefit Plan: Extended Health Care, Dental Care, Life, AD& D & LTD Insurance.
• Vacation time: 15 days per year.
• 5 paid sick days off per calendar year.
• 5 additional paid personal days per calendar year, prorated in first calendar year for portion of year worked.
• In addition to statutory holidays, the Arts Club is closed on Easter Monday, Christmas Eve and Boxing Day.
• 4 Complimentary tickets to every production.
• Invitation to dress rehearsal, first rehearsal, and other artistic initiatives.
• Discount on all bar and concession items in our venues.

Additional Details

Salary: $53,000 - $56,000 per annum (depending on experience and skills)

Employment Type: Full-time*

Hours: Monday-Friday (9:00 AM-5:00 PM), some evenings/weekends required, with a benefits package after 3 months of employment.

Expected Start Date

As soon as possible