Advancement & Events Coordinator

At the heart of all we do is a commitment to the individual child. For over four decades, Calgary Academy (CA) has remained dedicated to creating an exceptional educational environment that fully embraces each student's unique learning profile, offering tailored pathways to their success. Our primary aim is to craft engaging, student-centred experiences that foster a deep-rooted love for learning in K-12 education. Our approach to teaching and learning is underpinned by our four pillars, a set of core beliefs, and the guiding principles of The CA Way, all of which empower a diverse range of learners to pursue lives filled with passion and purpose.

Join Us in Transforming Education

We are seeking an Advancement & Events Coordinator to join our team starting right away for a Term contract until December 2027.

Great events do more than bring people together. They create opportunities to strengthen relationships, deepen connection, inspire generosity, and build lasting engagement with our community.

Reporting to the Director of Communications, the Advancement & Events Coordinator will help bring Calgary Academy's Advancement strategy to life through purposeful events, fundraising initiatives, donor and community engagement, and strong operational coordination.

In this role, you will coordinate an annual portfolio of events designed with clear fundraising, cultivation, or stewardship objectives. From family and alumni gatherings to donor stewardship activities and fundraising initiatives, you will help ensure each experience has a clear purpose, reaches the right audience, and contributes meaningfully to Calgary Academy's Advancement goals.

Alongside event leadership, you will provide critical operational support to the Advancement Leadership Team, helping coordinate priorities, prepare leaders for important conversations and events, track engagement and fundraising activity, and ensure commitments move from planning to execution.

You will exemplify our REACH principles: Respect, Enthusiasm, Altruism, Commitment, and Honesty.

Highlights of Key Responsibilities

Events & Fundraising

• Coordinate the annual Advancement event calendar, ensuring events are connected to fundraising, cultivation, or stewardship objectives.
• Lead the planning and delivery of Advancement events designed to deepen engagement with parents, alumni, donors, and community members.
• Develop event plans, timelines, budgets, invitation strategies, and stakeholder communications.
• Coordinate fundraising activities connected to events, including sponsorships, gifts-in-kind, raffles, 50/50s, ticket and table sales, auctions, and appeals.
• Serve as the day-of event lead, coordinating run-of-show logistics, the guest experience, staff, volunteers, and vendors.
• Coordinate with Advancement team to post-event stewardship, including acknowledgements, donor recognition, gift and pledge follow-up, and next steps for priority relationships
• Capture lessons learned and best practices that strengthen events year over year.

Advancement Operations

• Help coordinate execution of the annual Advancement workplan, tracking priorities, commitments, and deadlines throughout the year.
• Manage key Advancement calendars and coordinate team meetings, agendas, materials, and action items.
• Serve as a central point of coordination for Advancement leadership, helping organize incoming requests and ensuring leaders are prepared for donor, Board, and internal meetings.
• Draft, proofread, and coordinate correspondence, briefing notes, agendas, presentations, reports, and other Advancement materials.
• Track event attendance, participation, revenue, and engagement information within the donor database and support post-event reporting.
• Conduct prospect research on alumni and community members under the direction of Advancement Leadership.
• Maintain accurate and accessible Advancement documentation to support continuity and institutional knowledge.

Relationship & Community Engagement

• Help create thoughtful experiences that strengthen Calgary Academy's relationships with families, alumni, donors, partners, and the broader community.
• Support the development and coordination of relationship-mapping activities to help ensure donor, alumni, and community relationships are intentionally cultivated and stewarded.
• Coordinate information and follow-up across Advancement initiatives so important relationship opportunities and commitments are not lost.
• Provide responsive, professional service to internal and external stakeholders throughout events and Advancement activities.

Qualifications

Education & Experience

• Degree or diploma in Business, Marketing, Communications, Event Management, or a related field.
• 2- 3 years' experience coordinating events, projects, fundraising initiatives, community engagement, or related activities.
• Demonstrated ability to coordinate multiple priorities, stakeholders, timelines, and deliverables.
• Experience with donor correspondence, briefing notes, event materials, or other professional communications.
• Experience working with a donor database or CRM and reporting on participation, revenue, or engagement data is an asset.
• Demonstrated fundraising experience is an asset.
• CFRE accreditation or progress toward CFRE is considered an asset.
• ProServe certification is considered an asset.
• Satisfactory Criminal Record Check, including Vulnerable Sector Check, required within thirty (30) days of signing the employment contract.

Skills & Knowledge

• Demonstrate excellent interpersonal skills and the ability to build positive relationships with families, alumni, donors, volunteers, colleagues, vendors, and community members.
• Bring strong written and verbal communication skills, including the ability to prepare professional correspondence, briefing materials, event communications, and presentations.
• Exercise sound judgement when managing competing priorities, confidential information, changing circumstances, and interactions with senior leaders and stakeholders.
• Bring strong project coordination skills and careful attention to timelines, budgets, commitments, and follow-through.
• Be comfortable working with data and tracking participation, engagement, and financial outcomes.
• Be proficient in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Demonstrate flexibility and a willingness to support occasional evening and weekend events.
• Demonstrate a commitment to continuous learning and professional growth.
• Demonstrate a deep commitment to the REACH principles: Respect, Enthusiasm, Altruism, Commitment, and Honesty.

Why Pursue Your Career at CA?

At Calgary Academy, we are passionate about creating a thriving educational environment for our students. However, we recognize that the true heart of our success lies in our dedicated employees who choose to pursue their career passions within the Headwater Learning Group.

Our commitment to our employees is centred on your well-being and financial security. We prioritize you and your family by offering extended health and drug coverage inclusive of Dental coverage and access to an Employee & Family Assistance Program.

Vacation time starting at 4 weeks plus, winter break which is about 2 weeks. To promote work-life balance, we offer a Personal Day, 10 Sick Days/Family Caregiving Days to use as required, and Top-Up Programs for Maternity and Paternity leaves, granting you the flexibility and support necessary for personal well-being and caring for your family members. Accrual amounts will be prorated to contract duration.

We are all learners, and this philosophy underpins our entire organization. We are committed to creating a collaborative work environment where every team member can grow and develop. Our belief in continuous learning is a core value and a driving force behind our strategic plan. We provide professional learning opportunities to all employees, ensuring that personal growth and development are encouraged and actively nurtured. By fostering a culture of learning and collaboration, we empower our team members to reach their full potential and contribute to the shared success of the Calgary Academy Community.

Salary & Hours

This position’s starting annual salary is $63,000 to $66,000 and will be determined depending on a candidate’s experience and competencies.

This position offers a hybrid working environment which allows for remote and onsite hours required each week. The standard work hours are 7.5 hours, with flexible start times from 7:30 a.m. to 5:00 p.m., Monday through Friday with a 30-minute unpaid lunch break. Occasional evening and weekend work is required.

Aligning Values:

Please apply online through the Calgary Academy Careers Page (via ADP) and include in your application package the following information:

• A resume that demonstrates your skills and experience.
• In place of a traditional cover letter, please include a video (maximum 3 minutes) as part of your application. Share an accessible link to your video within your application package. In your video, please respond to the following prompt:

• What specifically drew you to apply for this opportunity with Calgary Academy? What about our mission resonates with you?

Please submit your application without delay to be considered for this role. We will begin reviewing applications right away and the posting will remain open until the position is filled.

We wish to thank all candidates for their interest in Calgary Academy and the Headwater Learning Foundation, but only those selected for an interview will be contacted.

In the spirit of reconciliation, we acknowledge that we live, work and play on the traditional territories of the Blackfoot Confederacy (Siksika, Kainai, Piikani), the Tsuut’ina, the Îyârhe Nakoda Nations, the Otipemisiwak Métis Government of the Métis Nation within Alberta District 6, and all people who make their homes in the Treaty 7 region of Southern Alberta.