posted January 12, 2023

Event Operations Coordinator

Calgary, AB

Fixed term contract

The role is primarily remote but will require attendance at regular face-to-face meetings in Calgary (weekly or potentially more often closer to event dates). Attendance will be required at most of the events the Company organizes.

Common responsibilities of the role include but are not limited to:

• provide support in the pre-planning of events
• as assigned assist in preparing and issuing RFP’s for services required, such as venues, decorators, A/V, catering
• work with team to ensure operational budgets maximums are not exceeded while always seeking financial efficiencies for all stakeholders and exceptional over-all experience for end users
• work with sales department, marketing, and conference department providing support for the operational and logistical elements
• track sponsorship and exhibitor fulfillment/requirements
• create exhibitor service kits, collect related information, compile, and manage user experience
• update event floor plans
• attend weekly meetings and provide updates on activities

Provide support on-site, such responsibilities as:

• assist with managing exhibitor move-in and move-out
• assist with managing special projects within the events, such as evening gala’s, awards or other off-site functions, tours, etc.
• ensure sponsorship and exhibitor fulfillments/requirements are delivered

Post show responsibilities:

• operations report – prepare and provide recommendations for improving operations efficiencies for implementation on future events

Desired skills are:

• Excellent command of the English language, both verbal and written
• Strong interpersonal and communication skills
• Ability to simultaneously manage multiple projects to strict deadlines
• Detail oriented and organized
• Collaborative team player with a high degree of initiative, accountability, and judgement
• Effective time management skills with proven ability to multitask
• Diplomatic, tactful, professional image and manner
• Energetic, positive outlook
• Experience with CRM systems is an asset
• Proficient in Microsoft Office (Outlook, Word, Excel)
• Experience in other related software is an asset (e.g., floor plan software)
• Ability to ramp up quickly and be able to work flexible hours during the event week
• Ability to travel some travel maybe required (10 – 20%)

Job Type: Fixed term contract

Contract length: 9 months

Schedule:

• 8 hour shift
• Overtime
• Weekend availability

Secondary School (preferred)

Experience:

event operations: 3 years (preferred)

Work Location: One location

Application deadline: 2023-01-31