SUMMARY OF FUNCTION

The Assistant Manager, Events & Sponsorship is responsible for planning and executing major fundraising events, including the highly anticipated Power Ball, annual gala dinners, exhibition opening receptions and dinners, donor/sponsor engagement and hospitality events, and venue rentals. In addition, this role takes the lead in acquiring cash and in-kind sponsorship for events and secures corporate sponsorship and philanthropy in support of exhibitions, public programs, and other special initiatives, managing internal and external relationships for events, and corporate philanthropy and sponsorship.

REQUIREMENTS

• Minimum four years of experience planning and executing major reception and dinner events, including fundraising events, donor events, and corporate events.
• Experience working with volunteer committees of influential members, and the tact and poise to deal with highly motivated, well-connected, and passionately opinionated individuals.
• Experience organizing, briefing, and supervising staff and volunteers in event execution, from setup to strike.
• Clear understanding of financial priorities and budgets for events and demonstrated ability to be proactive in reducing expenses (but not quality) while increasing revenues.
• Successful experience collaborating in challenging situations by using creative thinking, negotiation, and diplomacy to overcome obstacles.
• Strong organizational skills with the ability to plan multiple and simultaneous activities with keen attention to detail.
• Ability to perform under pressure to deliver on tight timelines and multiple requirements.
• Excellent verbal and written communications, interpersonal skills to deal tactfully with a variety of people, artists, vendors, and other internal and external partners.
• Demonstrated ability to use Microsoft software (Word, Excel, PowerPoint, Planner, Teams, SharePoint), Google Slides, and Adobe Acrobat Pro.
• Availability to work a flexible work schedule that includes evenings, weekends, and late nights for events.
• An understanding of and passion for contemporary art is desirable, as is an understanding of not-for-profit operations and charitable practices.
• Familiarity with fundraising software, particularly Tessitura, is desirable.
• Must be legally eligible to work in Canada. All international applicants must have a valid employment Visa authorizing their ability to work in Canada on a full-time, ongoing basis. We are unable to sponsor employment visas.

• Plan and deliver major fundraising events, including Power Ball and gala dinners, while ensuring revenue growth and the engagement of new prospective funders.
• Organize and execute seasonal exhibition opening events, including patron dinners for artists/supporters/lenders, the Friends & Supporters preview and public opening, hospitality events such as receptions and small dinners for donors and sponsors (typically offered as a benefit to major supporters), and in collaboration with Development colleagues, special events such as tours and receptions for Patron Circles, donor prospects, and other special groups.
• Develop and manage critical paths, budgets, floorplans, and other related planning documents for all events. Establish contingency plans as necessary, lead pre-event planning and preparation meetings to ensure full organizational collaboration, and conduct post-event evaluations to assess the success of each event and identify areas for improvement.
• Assist with recruiting and managing volunteer steering committees for Power Ball and gala fundraising events. Develop materials and onboard committee members. Provide exceptional support to event Co-Chairs. Prepare meeting agendas and materials to ensure optimal engagement and delivery of committee members.
• Collaborate with various interdepartmental colleagues at The Power Plant and at Harbourfront Centre to deliver on all aspects of events (the development and execution of online event ticketing, promotional and marketing strategies for fundraising and other institutional events, staffing, security, invitation and guest lists management, appropriate licenses, etc.).
• Serve as the gallery’s lead contact for event coordination and logistics and oversee event-related relationships, both internal and external including vendor services, catering and bar services, audio-visual, décor, etc.
• Oversee all event setup and strike activities, being on site for all events to troubleshoot any arising issues, and assigning responsibilities and supervisory roles to other staff and volunteers.
• Identify, cultivate, solicit, and secure cash and in-kind sponsors to support fundraising and other institutional events. Maintain and nurture relationships with sponsors toward renewed support while seeking new opportunities for collaboration and revenue generation.
• Create compelling sponsorship packages tailored to the needs of potential sponsors and collaborate with the marketing team to develop and execute promotional strategies for fundraising and other institutional events.
• Support the Board of Directors and Fundraising and Events Board Committee by providing research, materials, and other required items to increase corporate giving and secure event patron package sales.
• Successfully deliver sponsor benefits, recognition, and engagement in collaboration with gallery colleagues. Prepare and deliver sponsorship reports.
• Develop and implement fundraising strategies to generate new and increased sponsorship revenue for exhibitions, public programs, and other gallery projects and initiatives.
• Build and manage an active and evolving pipeline of 60+ corporate sponsors and prospects.
• Support the Board of Directors and Fundraising and Events Board Committee by providing research, materials, and other required items to increase corporate giving for priority exhibitions, programs, and projects.
• Develop a venue rental strategy and prepare sales packages that support revenue generation through external use of the gallery’s facilities for corporate/private receptions and dinners.
• Working with the Head of Development and other collegues, prepare and manage revenue and expense budgets for events and for corporate sponsorship and philanthropy fundraising for exhibitions, public programs, and other gallery projects and initiatives, ensuring targets are met through creative and ambitious fundraising and expense management. Participate in budget management activites for other events.
• Track all expenses and revenue and ensure that pledges are received and that invoices are paid on time. Ensure all fundraising goals, prospective revenue, and secured funding are recorded in the database. Provide monthly updates to the gallery’s Executive Team and regular reporting for the Board of Directors.
• Recruit and supervise for short-term internship positions for Event Assistants and Sponsorship Assistants, as well as recruit, manage, and support fundraising event volunteer committees, including Co-Chairs, Committee Members, and Honorary Chairs.
• Perform a variety of administrative tasks related to event planning, execution and management, event sponsorship, and corporate sponsorship and philanthropy (exhibitions, programs, projects).