Event & Administrative Assistant

Job Summary

The Regional EMS Foundation in Grande Prairie is seeking a highly organized, versatile, and detail-oriented individual to provide casual support with event coordination, sponsorship, and administration.

This position will initially focus on supporting the Foundation's upcoming fundraising event on April 23, 2027, as well as assisting with sponsorship development, administrative tasks, communications, and day-to-day organizational needs.

The successful candidate will work closely with the Executive Director and event committee and will have the opportunity to take on additional responsibilities over time based on their skills, interests, availability, and the evolving needs of the Foundation. Growth in the position is encouraged but is not a requirement of the role.

Key Responsibilities

Event Coordination & Support

● Assist with the planning and coordination of the Foundation's April 23, 2027 fundraising event.

● Organize event committee meetings, prepare agendas and supporting materials, and record and distribute meeting minutes.

● Assist with event logistics, registration, donations, auction items, sponsorship recognition, and other event-related tasks.

● Provide general administrative support before, during, and after the event.

Sales & Sponsorship

● Identify and pursue sponsorship opportunities that align with the Foundation's mission and initiatives.

● Assist with the distribution of sponsorship packages, proposals, and presentations.

● Conduct email and telephone outreach to potential sponsors and supporters.

● Ensure sponsorship agreements are completed and executed in a timely manner.

● Maintain accurate records of sponsorship contacts

● Assist with ensuring sponsors receive the recognition and benefits outlined in their agreements.

Administration & Communications

● Provide general administrative support to the Executive Director and Foundation.

● Organize and maintain electronic files, contact lists, databases, and other Foundation information.

● Assist with data entry and keeping organizational information current and organized.

● Draft and send emails, correspondence, invitations, follow-ups, and other communications.

● Help coordinate meetings and maintain calendars and schedules as required.

● Respond to general inquiries and direct questions to the appropriate person when necessary.

Marketing & Social Media

● Help promote Foundation programs, fundraising initiatives, events, sponsors, and community activities.

● Assist with email communications and outreach campaigns.

Additional Responsibilities

● The position may evolve over time as the Foundation's needs change and as the successful candidate becomes familiar with the organization.

● Additional responsibilities may include increased involvement in event planning, communications, sponsorship, marketing, donor relations, or administrative coordination.

● Expanded responsibilities are optional and based on mutual agreement, availability, and organizational need.

Qualifications

● Highly organized and able to manage multiple tasks and deadlines.

● Excellent written and verbal communication skills.

● Comfortable communicating with businesses, sponsors, donors, volunteers, and community partners.

● Strong attention to detail and ability to work independently.

● Comfortable with email, Microsoft Office, Excel, Word, PowerPoint, and Canva.

● Familiarity with social media platforms and digital marketing is an asset.

● Experience with event planning, sponsorship, fundraising, administration, or communications is an asset.

● Previous experience in a nonprofit or community-based organization is an asset.

● A positive, professional, and personable approach to working with others.

Position Details

Position: Casual

Location: Hybrid, with a combination of work from the Foundation office and home office. Attendance at meetings, events, and other activities may be required in person.

Primary Project: Regional EMS Foundation fundraising event, April 23, 2027

Hours: Flexible and based on organizational and event needs, with the potential for increased hours during busy periods.

How to Apply

Interested applicants are invited to submit their resume to [email protected].

Only those selected for an interview will be contacted.

Job Type: Fixed term contract

Pay: $18.00-$25.00 per hour

Expected hours: 5.0 – 10.0 per week

Work Location: Hybrid remote in Grande Prairie, AB T8V 7G6