Full-time Office & Special Events Coordinator

Job Description

Transforming Faces is a Canadian charity that supports free comprehensive cleft lip and palate care for children and adults in developing countries. We work in partnership with local cleft specialists and fund community-based medical teams. 

The Office & Special Events Coordinator oversees day-to-day management of office administration to ensure smooth operations, and will lead the planning and execution of annual fundraising events. He/she will serve as the first point of contact with donors and the general public, and as a result, will be responsible for engaging and nurturing supporters around the charity’s work. The Office & Special Events Coordinator will also provide administrative support to the Executive Director to whom h/she will report directly.


  1. Coordinates and produces – from conception to completion – the logistics of two annual fundraising events. Major responsibilities include timelines, negotiating with venues and suppliers, establishing legal contracts, staffing of volunteers and budget development.
  2. Solicits sponsorships, silent auction items, underwriters and donations
  3. Identifies and secures event host, speakers and/or special guests, entertainment
  4. Recruits, interviews, trains and facilitates meetings, and assigns roles as needed to Event Committee and volunteers
  5. Coordinates and organizes volunteer appreciation events and social events
  6. Assists with donor appreciation events and other important meetings such as AGM.
  7. Liaises with Communications Coordinator to promote event, organize the production of invites, tickets, posters, catalogues and programmes, plus social media coverage.
  8. Conducts post-event evaluation, including final internal report, analysis and reports for event stakeholders

Donor Relations & Stewardship:

  1. Assists with research for foundations & donor appeals, newsletters and other mailings
  2. Maintains thorough records of interactions with donors and their contributions in donor database systems 
  3. Nurtures donor relationships & assists in donor acquisition
  4. Provides support with grant proposal research and development
  5. Assists in monitoring social media and website, in coordination with the Communications Coordinator
  6. Assists with mail appeal, grant proposals, donor stewardship and special fundraising
  7. Cultivate donor relationships through letters, phone calls and feedback surveys

Administrative Duties & Office Maintenance

  1. Manages all incoming calls and supports other general office communications (e-mails, letters)
  2. Organizes office, upkeep & re-stocking of office supplies, develop & maintain office inventory
  3. Maintains petty cash float, office safe, bank deposits, and bank balances
  4. Paper and electronic filing, data entry
  5. Arranges meetings, prepares documents, catering, minute taking
  6. Coordinates equipment maintenance, computer back-ups  and solicits IT help as needed
  7. Coordinates all maintenance issues with landlord & cleaning staff
  8. Other duties as assigned

Administrative Assistance to Executive Director

  1. Drafts letters, proofreads documents, and research topics as needed
  2. Coordinates flights, room bookings, travel itineraries, transfers, per diems
  3. Ensures that all travel document needed (insurance, emergency information, contracts, waivers etc.) are up to date and in place
  4. Assists with travel expense reports


He/she will have to be a fast learner, be able to work independently, and have excellent communication skills.

  • Minimum College Diploma in business administration and/or fundraising
  • At least 3 years of relevant work experience
  • Superior interpersonal, written and verbal communication skills
    • Planning, research & time management skills, flexible attitude
  • Previous event management experience
  • Detail oriented with strong administration and organizational skills
  • Experience using donor database systems, particularly Sumac
  • Ability to multi-task, prioritize, delegate and provide solutions while working efficiently in a small team environment
  • Mature, confident, charismatic, tactful person of integrity, committed to quality and professionalism
  • Energetic self-starter with strong networking abilities and a passionate work ethic
  • Excellent computer skills – MS Word, Excel and PowerPoint
  • Knowledge of international development concepts and practices is an asset
  • Spanish language skills is an asset

To apply, please submit a cover letter and resume to info@transformingfaces.org by April 30, 2015 at 5pm. No phone calls please.