Event Coordinator, 70th Anniversary

Event Coordinator, 70th Anniversary

Neuchâtel Junior College (NJC) is a Canadian independent school in Switzerland that provides Grade 12 and pre-university students with a transformative year abroad. Through strong academics, meaningful travel experiences, and cultural immersion, NJC prepares students to thrive as global citizens. This position supports NJC’s Canadian office and will play an important role in celebrating the school’s 70th anniversary.

Title: Event Coordinator, 70th Anniversary

Reports To: Director of Advancement Term: Contract starting February 2026, covering all planning through post-event wrap-up for the mid-October event (exact start and end dates to be confirmed).

Work Location: Remote-first; travel for site visits and to the Toronto office for in-person meetings is required.

Hours & Compensation: Part-time, averaging 20 hours per week over 8 months. Compensation commensurate with experience.

Role Summary

The 70th Anniversary Event Coordinator will lead the planning, coordination, and execution of NJC’s 70th Anniversary Event. This role requires exceptional project management to deliver a reception-style event focused on connection, movement, and experiential enhancements, on time, within budget, and to the highest standards. The Coordinator will serve as the primary liaison among the Organizing Committee, vendors, and venue.

Key Responsibilities

Event Planning & Execution

• Manage all venue details at the Fairmont Royal York, including bookings, layouts, seating, and AV coordination.
• Develop and oversee a detailed run-of-show, ensuring smooth transitions during key moments (e.g., program, Champagne Toast, late-night stations).
• Source, vet, and manage vendors for décor, lighting, interactive stations, entertainment, photography, and videography.
• Coordinate the reception-style F&B experience, including food stations, bar service, and specialized “plus-ups.”

Sponsorship & Auction

• Serve as primary operational contact for sponsors; ensure all contractual benefits are delivered.
• Oversee sponsor branding and signage throughout the venue and on event materials.
• Manage logistics for the Silent and Live Auction, including donation tracking, display, and post-event delivery.
• Implement a user-friendly platform for seamless auction transactions.

Volunteer Management

• Assist in recruiting and scheduling event-day volunteers.
• Develop training and assign clear roles for check-in, guest flow, station assistance, and problem resolution
• Lead volunteers on the event day to ensure smooth execution.

Other Anniversary Elements

• Oversee alumni content collection for event displays, digital guest book, and anniversary book/magazine.
• Manage limited-edition 70th NJC gear, coordinating inventory, display, and sales.
• Collaborate with content team to integrate historical artifacts, photos, and timelines into event design.

Qualifications & Experience

• Experience: 3–5 years of professional event planning, ideally managing large-scale galas or receptions (500+ attendees).
• Education: Post-secondary degree or diploma in Event Management, Hospitality, Business, or related field.
• Skills: Strong organizational, multi-tasking, project management, budgeting, and vendor negotiation skills. Knowledge of Raiser’s Edge is an asset.
• Attributes: Detail-oriented, professional, solution-focused, and calm under pressure.

Other Information

Neuchâtel Junior College is committed to an inclusive, equitable, and accessible environment. We encourage applications from candidates with diverse experiences who share NJC’s values. Accommodations are available for applicants with disabilities throughout the recruitment process. We thank all applicants; only those selected for an interview will be contacted.

Application: Please send a resume and letter of interest to sbruce@neuchatel.org by January 26, 2026.

For more information on Neuchâtel Junior College, visit neuchatel.org.