Events Coordinator
Position Title: Events Coordinator
Reports To: Marcomm Manager
Pay Grid: $20/hour
Department: Association Services
Hours: Full-Time (40 hours/week)
Our Culture:
YMCA of Medicine Hat strives to integrate our commitment to diversity and social inclusion in
all that we do. We believe that strong leadership is created through the sharing of diverse
experiences and perspectives. We actively seek candidates who embody these principles and
who reflect the many dimensions of the communities we serve. We are a charitable
organization that provides health and fitness opportunities, employment services, licensed
childcare, and various community programs in Medicine Hat, Redcliff, and Brooks. When you
work at the YMCA, you’ll play an important part in building strong, thriving communities while
positively impacting people’s lives. Join our team at the Y, a place where everyone belongs —
including you!
Our mission and core values are brought to life by our culture. In the Y, we strive to live our
cause of strengthening communities with purpose and intentionality every day, demonstrating
our values in action.
We do the right thing.
We are caring, respectful, honest, and responsible in all that we do.
We put people first.
We believe in each other – honouring our strengths, diversity, perspectives, and passions.
We keep our promises.
We do what we say we will do.
We lead by example.
We are courageous, speaking with conviction and always willing to listen and collaborate.
What qualifications are we looking for?
At the YMCA of Medicine Hat, we strive to ensure our employees are a good fit based on their
strengths, interests, and future goals.
The successful candidate will have the following:
Education/Certifications/Credentials/Professional Registration
• A degree in Sports and Event Management
• Similar degrees or equivalent experience will be considered
• Work experience in events, planning, communications, administration, or a related field
is an asset
• Standard First Aid, CPR-Level C
• Evidence of a clear Police Information Check (with Vulnerable Sector Search if
applicable), within the last six months
• Must have a valid driver’s license with a class 07 automobile insurance coverage
business use (or pleasure with occasional business use) and a minimum of
$2,000,000 in liability coverage
Knowledge & Skills
• Event Planning, Project Management, Philanthropy, Administration, handling
Internal & External Communications: Communicating with event attendees,
vendors, etc.
• Attention to Detail: Meticulous planning and execution of every aspect of the
event, from decorations to schedules, to ensure nothing is overlooked.
• Creativity: Bringing innovative and unique ideas to make events memorable and
stand out, tailoring each event to the associations vision and goals.
• Artistic skills are an asset
• Problem-Solving: Quick thinking and resourcefulness to address and resolve issues
that arise during the planning and execution of events, ensuring minimal
disruption.
• Communication Skills: Strong verbal and written communication skills to effectively
interact with staff, clients, vendors, and team members, ensuring clear and concise
information exchange.
What does this role look like at the YMCA of Medicine Hat?
Reporting to the Marketing and Communication Manager the Events Coordinator is
responsible for planning, organizing, and executing a range of events as well as
sending out internal and external communications in coordination with the
Marketing and Communications Manager. This position requires exceptional
organizational skills to manage multiple tasks and projects simultaneously,
ensuring every detail is meticulously planned and executed. Strong communication
skills are essential for interacting with clients, vendors, team members, and staff,
while problem-solving abilities help address and resolve any issues that arise.
Creativity and attention to detail are crucial for making events unique and
memorable, while negotiation skills ensure the best deals and services are secured.
Effective time management and flexibility are also key, allowing the Events
Coordinator to meet deadlines and adapt to unexpected challenges.
The responsibilities and duties of this role will include but is not limited to:
Customer Service
• Quickly addressing and resolving any issues or complaints that arise before,
during, or after events.
• Gathering feedback from client’s post-event to understand their satisfaction levels
and areas for improvement.
• Providing on-site assistance during events to handle any last-minute changes or
emergencies.
YMCA Values
• Demonstrate and promote a personal understanding of and appreciation for the
• Mission, vision, and values of the YMCA and its programs and services
• Demonstrates appropriate behaviors in line with our Mission, Vision and Values as
reflected in our YMCA competencies; takes a member focused approach to increase
their understanding of programs offered across the Association.
Teamwork
Work effectively within the events committee, contributing to its overall success by:
• Being the Association Services Events ambassador for the YMCA’s annual Y
Connect Campaign
• Being on the Events Committee and Promoting and/or attending all YMCA events
• Contributing to a positive and healthy workplace culture
• Other duties to assist the team, as assigned
• Work with the Events Committee, the Manager of Philanthropy & Volunteer
Engagement and the Y Treasure Manager to secure sponsorships & donations for
events and the thrift store.
SAM Standards
• Achieve all quality standards and targets established under YMCA best practices
and the YMCA’s Standards that Shine General cleaning as required around the
facility
• Ensuring all staff are aware of Standards that Shine, and work with them to create
a culture of excellence in adherence to guidelines and expectations outlined by the
Standards that Shine
Interpersonal/Communication Skills
• Communicate effectively with YMCA staff, coworkers, volunteers, supervisors,
managers, and the senior leadership team
• Ensure workplace conflicts are resolved quickly, following YMCA policies and
procedures
• Answer emails and phone calls within 24 hours
• Communicate effectively with donors, suppliers, and vendors
• Maintain relationships with external contacts and vendors
Quality of Work
• Event Planning and Execution: Successfully plan and execute events that meet or
exceed client expectations, ensuring all details are meticulously managed.
• Budget Management: Create and manage event budgets, ensuring cost
effectiveness and adherence to financial targets.
• Time Management: Efficiently manage time to meet deadlines and ensure smooth
event execution.
• Handle changes and unexpected challenges with composure, finding solutions
quickly to ensure the event’s success.
• Maintain the event and committee SharePoint sites
• Maintain all event and committee administration paperwork on SharePoint
• Book all event and committee meetings
• Complete all event and committee agenda's and minutes, uploading them to the
SharePoint sites
• Chair the Employee of the Month Committee
• Work with the marketing department to make sure all committee boards across the
organization are branded, and maintained
• Be the first point of contact for the organizations event requests and approval
• Organize all event items in storage areas
• Ensure all events and materials adhere to the YMCA brand guidelines Compliance
with Legislation and YMCA Policies and Procedures
Compliance with Legislation and YMCA Policies and Procedures
Adherence to the following at all times:
• YMCA Child Safeguarding and Operational Policies and Procedures
• Public health and safety regulations
• Occupational Health and Safety
• Donation legislation and CRA Rules
• Work environment and Physical Demand
• Shared office space located on the main floor
• Stairs to the upstairs warehouse as needed to access events storage
• Must be able to lift 50lbs
• Must be able to move large event equipment
• Must be able to spend multiple hours moving and setting up equipment
• May be exposed to all weather conditions when walking outside to/from vehicle or
working events
• Sitting/standing at a desk and using a computer during the day
Work Environment and Physical Demands
• Office located on the main floor.
• Sitting at a desk and using a computer for most of the day
• From time to time, may need to lift boxes of files weighing up to 20 lbs.
• May be exposed to all weather conditions when walking outside to/from vehicle.
• May be exposed to all weather conditions when using vehicle for occasional
business purposes (e.g., going to an employer meeting).
The Benefits to Joining our Team:
Paid wellness days and benefits package after 3-month probationary period
• Paid Birthday and Employment Anniversary Date
• Employee Assistance Program
• Free Health Plus Membership with 15% discount for family members
• 2 weeks paid vacation after 3 months prorated based on start date
• 1 week of PTO after 3 months prorated based on start date
Please Apply:
With a cover letter, resume, and 3 references (email addresses and phone numbers) who can
attest to your character and previous work and/or volunteer performance.
Please send application packages to:
Katie Richard, Communications & Marketing Manager
YMCA of Southeastern Alberta
221 4th Ave SE