Events Coordinator

POSITION                 :           Events Coordinator

REPORTS TO          :           Director of Development

Reena is a non-profit organization that promotes dignity, individuality, independence, personal growth and community inclusion for people with diverse abilities within a framework of Jewish culture and values.

Reena was established in 1973 by parents of children with developmental disabilities as a practical alternative to institutions. Since that time Reena has grown to provide support for 1,000 individuals with developmental disabilities, people with physical disabilities and people with mental health challenges, and their families. Reena offers a variety of services including: residential support, respite programs, counselling, therapy and advocacy. These services are offered in 32 Group Homes, 2 intentional communities and over 60 Supported Independent Living Apartments across the Greater Toronto Area.

Reena Foundation raises funds in support of Reena’s greatest needs.

The Events Coordinator plays a key support role in planning, executing, and closing out various fundraising and community events. This position involves hands-on coordination with internal teams and external vendors, administrative tracking, marketing assistance, and financial reconciliations. It spans digital and physical event preparation, covering tasks from website updates to budget reconciliation, all while ensuring an organized and professional event experience.

Event Planning Support

-       Assist with logistical planning, including venue, catering, and supplier coordination.

-       Collaborate with committees to define event objectives and ensure alignment.

-       Create and maintain timelines, checklists, and budget drafts.

Vendor and Client Liaison

-       Coordinate communications with vendors, donors, and venues.

-       Take notes during planning meetings and translate discussions into task lists.

-       Manage follow-ups with stakeholders to keep plans on track.

On-Site Event Support

-       Assist with setup, execution, and breakdown of events.

-       Support volunteer and vendor coordination during the event.

-       Troubleshoot and resolve real-time issues.

Administrative Duties

-       Maintain organized records (e.g., contracts, invoices, contact sheets).

-       Monitor and update budgets.

-       Compile post-event reports and collect feedback for future improvements.

Marketing and Promotion

-       Support creation and distribution of promotional materials (invitations, programs, etc.).

Website and Finance Tasks

-       Update general website and event-specific content.

-       Set up and manage event microsites using Raisin.

-       Post-event wrap-up: upload event photos, thank-you emails, close out silent auctions.

-       Monthly financial reconciliations with platforms like Stripe, CanadaHelps, Benevity, and United Way.

-       Minimum 2 years of experience in event coordination or event management, preferably in non-profit, fundraising, or community event settings.

-       Strong organizational and project management skills, with proven ability to handle multiple events and deadlines.

-       Excellent communication and interpersonal abilities to engage with stakeholders, vendors, and volunteers.

-       Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

-       Knowledge of event management tools and platforms (e.g., Raisin, Donor Perfect) preferred.

-       Comfortable with digital tools for website content updates and finance tracking (e.g., Stripe, CanadaHelps).

-       Experience in budgeting, vendor negotiation, and post-event evaluation.

-       Creative problem-solving capabilities and a proactive, detail-oriented work ethic.

Interested applicants should forward resumes, with covering letter, to: Rick Chad  [email protected]