Special Events Assistant

  • The Corporation of the City of Markham
  • Markham, ON, Canada
  • Aug 12, 2019
Full time/Contract Adminstration Arts/Culture Event Coordination Event Planning Fundraising Special Events

Job Description

Special Events Assistant

Temporary Full Time
Markham, ON, CA
Requisition ID: 1966
Salary Range:18.0000 To 18.0000 (CAD) Hourly

Applications are now being accepted for a Special Events Assistant at the Varley-McKay Art Foundation of Markham. To apply for this position, please submit your resume and cover letter online by August 23, 2019. Please note that this position is being posted on behalf of the Varley Foundation and the successful candidate will not be an employee of the City of Markham.


Job Summary  

The Varley-McKay Art Foundation of Markham (Registered Charity 891618373RR0001) is seeking a friendly, energetic and organized individual with an interest in gaining valuable experience in the field of fundraising event management. This position offers hands-on experience to a recent post-secondary graduate of Arts Management, Fundraising/Events Management or Special Events, interested in pursuing a career in the Canadian cultural sector. The experience will provide an overview of the workings of a cultural institution, allowing the candidate to develop critical skills to work within this field, specifically in Fundraising and Special Events Management.


Through supervision, training and coaching by the Development Officer and Varley-McKay Art Foundation of Markham Board of Directors, the candidate will gain experience in a variety of functions and areas, and develop critical transferable skills that can be employed throughout their career. The role will consist of two main components: Special Events Assistance and Administrative Assistance.


Duration of Contract: mandatory acceptance of full term of 6 months  

Start Date: September 8, 2019   

End Date: March 14, 2020


Tasks and Responsibilities:  

The Special Events Assistant provides support to the Development Officer in the planning and organization of the third annual fundraising gala, Rouge: Varley Gala being held on Friday, October 18, 2019 and Vintages at the Varley being held in spring 2020. The Special Event Assistant will provide administrative support to meet revenue targets while managing a budget through event marketing and promotions, sponsor, donor and patron communication, ticket sales, and coordinating in-kind and monetary gifts (tracking, scheduling delivery/pickup, ensuring accuracy and maintaining best practices on donor and sponsor relations).


Duties include:   

  • Working with sponsors, donors, community business owners and patrons who support the Varley-McKay Art Foundation of Markham.  
  • Coordinating event processes.  
  • Creating, preparing and distributing meeting minutes and supporting documentation.  
  • Providing detailed event progress reports to the Development Officer.  
  • Providing administrative support to the Development Officer.  
  • Accurate recordkeeping.  
  • Providing training to Varley Art Gallery Information Service Attendants for the promotion of the event to Varley Art Gallery patrons, and training on the processing of ticket sales.  
  • Coordinate guest list, special dietary requests, menu planning, seating plan and other guest requests.  
  • Liaise with entertainment providers to devise an entertainment schedule for the evening.  
  • Work with event subcommittee leads to create a layout that accommodates a welcome cocktail reception, Silent Auction, Live Auction, photo booth, stage and sound system while providing guests with a high calibre event experience.   

Candidate profile:   

  • Recent graduate who has graduated from college or university within 24 months at the start of employment, with a minimum diploma in arts administration, fundraising and event management, or related fields looking to build a career in the arts/heritage sector between the ages of 16 and 30.  
  • Are a Canadian citizen or a permanent resident, or have refugee status in Canada (non-Canadians holding temporary work visas or awaiting permanent status are not eligible);  
  • Are legally entitled to work in Canada;  
  • Are willing to commit to the full duration of the work assignment for all twenty-seven (27) weeks;  
  • Will not have another full-time job (over 30 hours a week) while employed with the program;  
  • Are an unemployed or underemployed college or university graduate, that is, not employed full-time;  
  • Are not receiving Employment Insurance (EI) benefits while employed with the program; and have not previously participated in or been paid under this or any other Career Focus internship program funded under the Government of Canada's Youth Employment Strategy.  
  • Excellent written and oral communication skills, including public speaking and presentation experience.  
  • Ability to speak French or a second language an asset.  
  • Ability to multi-task, work well independently and within a team.  
  • Experience working within fundraising or event planning.  
  • Excellent organizational and research skills.  
  • An enthusiastic and energetic communication style.  
  • Strong customer service, organization and interpersonal skills.  
  • Eligible for Young Canada Works program.   

The Varley-McKay Art Foundation of Markham (Registered Charity 891618373RR0001) serves to acquire a collection of art, objects and documentary material in respect of the collection, to provide support for the educational programs and activities of the Varley Art Gallery. The Varley-McKay Art Foundation of Markham generates, through donations, fund raising events (particularly Rouge: Varley Gala) and campaigns, funds to support the Varley Art Gallery and its programs. On an annual basis, the Varley welcomes 50,000 visitors which include members of the community who participate in tours, educational workshops, and professional development programs.


The Varley-McKay Art Foundation of Markham is committed to employment equity and building strength through diversity as per the City of Markham’s Diversity Action Plan. We welcome applications from all qualified candidates and encourage women, persons with disabilities, visible minorities, and Aboriginal peoples to apply. We thank all applicants for their interest; however only candidates that best fit the candidate profile will be contacted for an interview. Interviews will be conducted as per the policies of the Varley-McKay Art Foundation of Markham, ensuring a fair and equitable process. Candidates are asked to provide 2 personal and/or professional references who will be contacted prior to any official job offer. All candidates will be contacted once references are completed with the outcome of the process. Successful candidates will be provided a timeline to complete the enrollment and on-boarding process.


The Varley Art Gallery is located on Main Street in the historic village of Unionville in Markham, Ontario. The permanent collection includes, among others, the work of F. H. Varley, in whose honour the facility is named. The Varley Art Gallery encourages new ways of seeing and appreciating art, offering a broad range of activities including group tours, school programs, lectures, studio courses and workshops, and family activities.


The City of Markham is committed to providing accommodations for people with disabilities. If you require an accommodation, we will work with you to meet your needs. We thank all those who have applied however only those applications selected for an interview will be contacted.


Please respect our scent free area by not wearing scented products when visiting the office.