New job at City of Markham (via |

Special Events Assistant - Varley-McKay Art Foundation

May 21 2020
Industries Public administration
Categories Marketing, Communications, Public Relations, Administrative, Clerical
Markham, ON

Please note: The Varley-McKay Foundation of Markham is the employer for this position. Please do not apply on-line. Applications must be emailed to on or before Sunday, June 7, 2020

Start and End Dates: Monday, July 6, 2020 – Friday, September 4, 2020 (9 weeks)

Number of Hours per Week: 30.00

Work schedule: Monday - Friday

Tasks and Responsibilities:

The Varley-McKay Art Foundation is seeking a Special Events Assistant to support the Development Officer in the planning and organization of online virtual fundraisers as well as the fourth annual fundraising gala, Rouge: Varley Gala, being held on Friday, October 16, 2020. The Special Events 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).

The Varley-McKay Art Foundation of Markham 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.

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
  • Developing a social media marketing campaign to promote fundraising events
  • Providing administrative support to the Development Officer
  • Accurate sponsor, donor and patron recordkeeping
  • Providing training to Varley Art Gallery Information Service Attendants for the promotion of the event to Varley Art Gallery members and patrons, and 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


  • Relevant experience in Fundraising and Event Management, Marketing, Public or Community Relations, visual arts, art history, arts administration, museum studies or a related field
  • Have good knowledge of and keen interest in special event, fundraising and donor practices
  • Have a proven ability to communicate effectively in English (French is an asset)
  • Ability to work with minimal supervision
  • Be comfortable interacting with members of the public and committee members

To be eligible, candidates must:

  • be between 15 and 30 years of age at the start of the employment;
  • be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act; and,
  • Have a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada in accordance with relevant provincial/territorial legislation and regulations.

The Varley-McKay Art Foundation 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.

Please do not apply on-line. To apply for this opportunity, please email your resume and cover letter to

Apply now!