Coordinator, Development Events

Coordinator, Development Events

Permanent Full Time

Pickering College is an independent day and boarding school in Newmarket, Ontario. We are a Junior Kindergarten to Grade 12 school, and our co-educational environment and holistic approach ensure that each student’s unique talents—academic, artistic, athletic, and altruistic—are nurtured. Pickering College is not just a school; it is a community.

The Coordinator, Development Events plays a key role in strengthening Pickering College’s culture of connection and philanthropy through the successful coordination and execution of community engagement and fundraising events. Reporting to the Manager, Alumni & Community Engagement and working closely with the Executive Director, Development, this position is responsible for the operational planning, logistics, and delivery of events aligned with established engagement and fundraising priorities. Strategic direction for events and campaign initiatives is set by the Manager, Alumni & Community Engagement and the Executive Director, Development.

This role works closely with the Pickering College Association (PCA), the school’s Parent Association, where many event committees are formed. The Coordinator serves as the school’s operational lead for event execution, working alongside PCA leaders and volunteer committees to ensure events align with school policies, standards, budgets, and strategic objectives. The Coordinator provides structure, coordination, and professional expertise to support successful outcomes while maintaining institutional oversight and accountability.

Given the dynamic and collaborative nature of our school environment, this role is on-site, five days a week with some evening or weekend work as required.

RESPONSIBILITIES:

Event Coordination and Execution:

• Coordinate and execute development-related events, including alumni gatherings, parent engagement initiatives, donor stewardship events, and signature fundraising activities.
• Develop and manage comprehensive event plans, timelines, logistics frameworks, and run-of-show documentation.
• Oversee venue coordination, catering, vendors, décor, audio-visual requirements, and on-site event management.
• Administer registration processes, guest lists, seating plans, and event communications in collaboration with Development colleagues.
• Track and reconcile event budgets and associated revenue in partnership with the Finance team.
• Work collaboratively with departments across the school to coordinate communications, facilities use, volunteer support, and event logistics.

Pickering College Association (PCA) & Volunteer Committee Collaboration:

• Serve as the primary operational liaison to PCA event committees.
• Provide structure, timelines, budget guidance, and logistical coordination to volunteer leaders to ensure clarity, accountability, and alignment with school standards.
• Prepare meeting materials, agendas, and follow-up documentation.
• Facilitate clear communication between PCA volunteers and the Development office and/or other appropriate departments.
• Support a collaborative and respectful volunteer experience while maintaining institutional policies and expectations.

Fundraising Event Support:

• Support the execution of fundraising events under the strategic direction of the Executive Director, Development.
• Coordinate sponsorship logistics, donor recognition components, and stewardship elements within events.
• Assist with preparation of briefing materials, event documentation, and supporting communications.
• Ensure accurate tracking of event-related fundraising results and participation metrics.
• Contribute to event experiences that support donor cultivation.

Data Management and Reporting:

• Maintain accurate records of event participation and engagement within the donor database.
• Support reporting on attendance, engagement trends, and fundraising metrics.
• Collaborate across the Development team to ensure seamless donor and community experiences.
• Prepare post-event operational reports and coordinate debrief meetings; contribute data and recommendations to support strategic evaluation led by the Manager, Alumni & Community Engagement and Executive Director, Development.

LEADERSHIP SKILLS:

• Strong organizational and project management abilities; adept at managing multiple concurrent priorities and deadlines.
• Excellent interpersonal and relationship-building skills, particularly in working with volunteers and community stakeholders.
• Strong written and verbal communication abilities with attention to detail.
• Diplomatic and confident in guiding volunteer committees while maintaining institutional standards.
• Financial literacy related to budget development and tracking.
• Ability to work collaboratively within a team environment while maintaining independence and accountability.
• Demonstrated professionalism, integrity, and discretion.

QUALIFICATIONS REQUIRED:

• Minimum 2–4 years of experience in event coordination, preferably within a non-profit, charitable, or educational environment.
• Experience working with volunteer committees or parent associations is strongly preferred.
• Experience supporting fundraising or donor stewardship initiatives is an asset.
• Demonstrated ability to manage event logistics from planning through execution.
• Strong organizational and communication skills.
• Familiarity with Raiser’s Edge NXT or similar CRM database is an asset.
• Strong commitment to Pickering College’s vision, mission, and values.
• Post-secondary education in event management, communications, hospitality, fundraising, or a related field, or equivalent experience.

The annual salary for this role is $60,000 - $65,000. AI is not used at part of the recruitment process.

As a condition of employment, the successful candidate must provide a current Vulnerable Sector Screening Police Report. Suitable accommodations are available for applicants with accessibility needs due to disability upon request.

If you would like to be considered for this exciting opportunity, please submit your cover letter and resume to:

humanresources@pickeringcollege.on.ca