Special Events and Volunteer Coordinator

About Smilezone Foundation:

The Smilezone Foundation is a registered Canadian children’s charity based in Oakville, ON. Founded in 2012, our mission is simple: to make tough days a little brighter for children and families receiving medical care across Canada.

Over a single weekend, our team transforms waiting rooms, treatment rooms, play rooms, and other care spaces at healthcare centres into colourful, engaging “Smilezones” designed to comfort and uplift children undergoing medical treatment. To date, we’ve completed over 500 Smilezones in more than 100 hospitals and children’s health centres across every province in Canada.

Position Summary:

Reporting to the Executive Director, the Special Events & Volunteer Coordinator is responsible for planning, executing, and supporting Smilezone Foundation’s key fundraising and community events. This role is ideal for a highly organized, energetic, and creative professional who thrives in a fast-paced environment and enjoys seeing events come to life from concept to completion. This is a full-time in-office position, based out of our Oakville location. This position is responsible for organizing and overseeing the Foundation’s special events (including Fundraising and Donor events), coordinating the Foundation’s volunteer program, and assisting with ongoing development opportunities.

The successful candidate will play a lead role in managing Smilezone’s Annual Celebrity Golf Tournament, Annual Hockey Helping Kids Tournament, our Toronto Rock 50/50 partnership, while also supporting a growing calendar of events including a partnership with the Hamilton Tiger-Cats, our Excusive VIP Golf Tournament, Donor Appreciation and Networking Events, our Annual General Meeting, volunteer appreciation events, World Smile Day, and other third-party fundraising events.

Responsibilities:

Event Planning & Management:

Plan, coordinate, and execute Smilezone’s signature fundraising events, including our Annual Celebrity Golf Tournament and Hockey Helping Kids Tournament

Manage the Foundation’s Toronto Rock 50/50 partnership, including coordinating volunteers, overseeing raffles at home games (December–June), and liaising with Toronto Rock leadership

Coordinate additional events such as:

Hamilton Tiger-Cats partnership events

Exclusive VIP Golf Tournament

Smilezone Grand Opening celebrations at our partner healthcare facilities

Donor, sponsor, and volunteer appreciation events

Third-party and community fundraising events

Oversee event logistics including registration, sponsorship fulfillment, volunteer scheduling, website and content creation, signage, silent auctions, prizes, and guest experience

Work directly with venues, vendors, sponsors, and our event committees to ensure smooth and professional execution

Assist with developing event budgets and tracking expenditures

Support sponsorship cultivation and recognition activities in coordination with the Executive Director

Volunteer Engagement

Recruit, train, schedule, and supervise volunteers for Smilezone events and 50/50 programs

Cultivate strong volunteer engagement through effective communication, appreciation, and recognition initiatives

Maintain an organized volunteer database and help develop volunteer resources as needed

Communications & Engagement

Work collaboratively with our Marketing Coordinator to support promotional efforts for all Smilezone events

Assist with the creation of event-related content including event websitres, social media posts, newsletter e-blasts, sponsor spotlights, and more

Support sponsor and donor recognition, ensuring accurate and timely acknowledgments across communication channels

Capture event highlights and visuals to support post-event reporting and storytelling

General Support

Provide general administrative and coordination support as required

Complete additional duties and special projects as assigned

Qualifications:

Must be highly motivated and enjoy working in a fast-paced environment on various tasks simultaneously

Undergraduate degree/diploma in event management, marketing, communications, fund development, volunteer coordination, sports management, or other related discipline

Previous experience in coordinating all levels of a large scale, successful fundraising event

2+ years experience working with volunteers

Ability to develop and maintain new and existing relationships with volunteers, staff and corporate partners through oral and written communication and interpersonal skills

Demonstrated time-management and organizational skills

Flexibility to work evenings and weekends for events and meetings as needed

Excellent computer skills, including proficiency in MS Office applications and digital communications (such as social media platforms, Canva, web content management, etc.)

Valid driver’s license and reliable access to vehicle is required for this position

How to Apply: If you are interested in applying for this position, please email your resume and cover letter in PDF format to Jackie Hames, Executive Director, at jhames@smilezone.com – please indicate “Special Events Coordinator” within the subject of your email.

While we thank all applicants for their interest, only those selected for interviews will be contacted.

Smilezone Foundation provides equal employment opportunities regardless of gender, race, religion, age, disability, sexual orientation, or marital status. We encourage groups who have been historically disadvantaged with respect to employment to apply for positions at Smilezone Foundation. Should you require any form of accommodation during the recruitment process, kindly let us know within your application email.

The successful candidate will be required to provide a satisfactory Vulnerable Sector Screening or equivalent criminal check as a condition of employment.