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Company Name:
HIV Community Link
Approximate Salary:
Not Specified
Calgary, Alberta
Position type:
Full Time
Experience level:
Not specified
Education level:
Not specified

Manager, Special Events

AIDS Calgary Awareness Association (ACAA) is a non-profit organization that helps people to learn about, prevent, and live with HIV/AIDS. We offer a fun and energetic environment that provides opportunities for you to utilize your talents and develop new skills. AIDS Calgary Awareness Association is committed to employment equity. We encourage people living with HIV/AIDS, visible minorities and persons with culturally diverse backgrounds to apply.

We are seeking a Special Events professional who will use their exceptional skills, vision, passion and leadership to elevate our special events to greater heights. This is a very exciting time in the evolution of ACAA and a unique opportunity to collaborate, lead volunteers and senior staff to influence the strategic implementation of the special events.

This position will be directly responsible for the planning, budgeting, production, execution, evaluation, financial reconciliation, development of collateral and marketing materials, reporting and performance measurement of ACAA’s fundraising events as per the annual business plan. This includes the development of annual plans for the event portfolio and critical paths and timelines for each event.

This is a full-time position (35 hours a week). A flexible schedule including day, evening, and weekend availability is required.

Primary Responsibilities

Event Management:

  • Manage and oversee the execution of all aspects of ACAA’s events
  • Create and execute written plans, budgets and performance measurements for events
  • Keep accurate and up-to-date electronic and hard copy records of all work
  • Directly responsible for the execution of specific aspects of events, including, but not limited to:
    • Working with selected contractors for the design of collateral and marketing materials, including programs and managing the production of these materials
    • Development and execution of marketing strategies
    • Event logistics
    • Overseeing all aspects of the AIDS Walk
    • Securing event sponsorship
    • Team development and revenue streams
    • Securing and liaising with event entertainment as necessary
    • Secure all necessary event permits and licences
    • Develop event budgets, monitor revenues and expenses, provide final revenue reconciliations in conjunction with the Finance Department within 60-days of the close each event
    • Creation and distribution of all post event acknowledgement and stewardship packages and letters within two-weeks of the close of each event
    • Creation of formal written reports for each event, detailing successes, challenges and recommendations for following year

Volunteer Coordination:

  • Manage event committee volunteers by prepare meeting agendas, materials, notes and coordination of all event committee meetings
  • Liaise with Coordinator of Volunteer Engagement to support their work to recruit volunteers for all event Functions

Corporate Responsibilities:

  • Foster positive interpersonal relations with Board of Directors, donors, sponsors, event attendees, volunteers, staff and the community
  • Deliver a donor and customer service focused approach to delivery that is both professional and consistent with ACAA’s mission and values statements
  • Proactively embrace innovation through the ongoing process improvements and recommendations
  • Utilize a self-initiated proactive approach to participate in ongoing education that demonstrates an understanding of the importance of working from a current knowledge base
  • Actively, both internally and externally, support and promote ACAA operations and team approaches

Other Responsibilities:

  • Supports ACAA team as required
  • Executes other duties as assigned by supervisor


  • Proven success in executing complex and high profile fundraising events that meet goals
  • Extensive budget management and supplier negotiation
  • Proactive approach, highly organized, conscientious and detail-oriented
  • Approachable and collaborative working style, demonstrating high levels of trust and integrity
  • Demonstrated good judgment, flexibility, and leadership skills
  • Experience supervising event volunteers, and working with and supporting the efforts of senior volunteer committees
  • Ability to communicate effectively, both verbally and in writing
  • Public speaking and presentation experience
  • Advanced knowledge of Microsoft Office (Word, Outlook, Excel)
  • Experience with Raiser’s Edge
  • Current knowledge of, and experience in, the not-for-profit sector an asset
  • Knowledge of HIV/AIDS, sex work, harm reduction, and related issues would be considered an asset


  • Undergraduate degree or its equivalent in other specialized training and experience
  • Minimum of 5 years experience in planning special events with direct experience in a not-for-profit
  • environment preferred
  • Membership in A.F.P. preferred
  • Certified Fund Raising Executive designation an asset
  • A valid driver’s licence and access to a vehicle preferred

Salary and Benefits

AIDS Calgary Awareness Association offers competitive compensation and a comprehensive benefits package.

This position will remain open until a suitable candidate is found. Please quote job reference ACAA-40 and send your cover letter, resume, and salary expectation to: Email: [email protected] Mail: Operations Manager, 110 – 1603 10 Ave SW, Calgary, AB T3C 0J7 Fax: 403-263-7358 You must be eligible to work in Alberta and available for in-person interviews. No phone calls please. We thank all applicants for their interest; however only those selected for an interview will be contacted.