Administrative Assistant, Meetings & Conventions

Tourism Calgary; Calgary; Hybrid; CAD 50,000 - 65,000; Full time

Job summary

Tourism Calgary is seeking an Administrative Assistant to support the Meetings & Conventions team with high-level administrative tasks in a hybrid work model. The role requires exceptional organization, attention to detail and the ability to meet tight deadlines to keep the sales leadership focused on securing business for the city.

Responsibilities include coordinating meetings, travel arrangements for the Executive Director, and producing KPI and reporting materials.

Qualifications

• Five years of administrative experience; Executive Assistant experience is a plus.
• Experience in hotel, travel or event sales is strongly preferred.
• Experience with budgeting and forecasting is strongly preferred.
• Proficiency with Microsoft Office Suite (Outlook, Excel, PowerPoint, Word).
• Experience with Customer Relationship Management software.

Responsibilities

• Provide high-level administrative support to the Meetings & Conventions team.
• Coordinate meetings, events, invitations, correspondence and related requirements.
• Assist the Executive Director and senior team with calendar coordination, travel, itineraries and site visits.
• Other duties as assigned.
• On-site presence required Tuesday to Thursday with hybrid work arrangement.

Skills

Administrative support

Executive assistance

Time management

Communication

Multitasking

Tools

Microsoft Office Suite

CRM software

Job description

Tourism Calgary is the destination management organization that enthusiastically shares and promotes the story of our friendly Blue Sky City to those near and far. We think big – like, Canadian Rocky Mountain big – using our sales and marketing expertise to drive an annual visitor spend of over $3B for the local economy and advocating for our growing tourism sector, which includes 84,000 Calgarians employed in the industry. From conventions to leisure travel, sports events to music and arts, Tourism Calgary represents the city’s diverse and unexpected experiences, extending our welcoming hospitality to the estimated 8.7 million people who visit Calgary every year. Here, the possibilities are as limitless as our blue skies.

Role Summary

Reporting to the Executive Director, Meetings & Conventions, the Administrative Assistant will provide high-level administrative support for the Meetings & Conventions team. The role requires exceptional organizational skills, flexibility, attention to detail and the ability to meet tight administrative deadlines under competing priorities to ensure the sales leadership team can focus on securing business for the city.

Key Responsibilities

Funding Administration

• Administer client opportunity funding processes and agreements in accordance with organizational policies and approved funding parameters.
• Maintain accurate funding records, documentation, allocations, and annual budget tracking.
• Coordinate funding approvals, fulfillment, and payment processes with internal stakeholders.
• Monitor funded program performance against established commitments and identify variances or funding attrition.
• Prepare regular KPI, performance, and stakeholder reporting for the Meetings & Conventions team.
• Compile and coordinate required departmental and external reporting.
• Support departmental budgeting, forecasting, financial tracking, reconciliation, and related administration.
• Coordinate and maintain accurate expense and financial documentation.

Team & Executive Administration

• Provide general administrative and coordination support to the Meetings & Conventions team.
• Coordinate meetings, events, invitations, correspondence, and related administrative requirements.
• Provide administrative support to the Executive Director and senior team members, including calendar coordination, travel, itineraries, hosting, familiarization trips, and site visits.
• Other duties as assigned.

Qualifications, Experience and Required Competencies

• Minimum of five years’ administrative experience; experience as an Executive Assistant is considered an asset.
• Experience working in the hotel, travel or event sales industry is strongly preferred.
• Experience working with budgeting and forecasting is strongly preferred.
• Proficiency with Microsoft Office Suite is required, including Outlook, Excel, PowerPoint, and Word.
• Experience working with Customer Relationship Management software.
• Strong verbal and written communication skills.
• High level of professionalism and discretion when handling sensitive or confidential information.
• Demonstrated effectiveness with time management, multitasking and self-starting behaviours.
• Flexibility in changing or shifting priorities and deadlines.

Living Our Values in This Role

• Think Boldly: We bring curiosity, fresh thinking, and the courage to question assumptions, put ideas forward early, and explore better ways of working with a focus on progress and possibility.
• Care Deeply: We show up with presence, pride, and accountability by listening, supporting others, caring about quality and impact, and having honest conversations that strengthen outcomes.
• Act Together: We collaborate across teams, communicate openly, follow through on commitments, and take shared ownership to create clarity and move work forward together.
• Inspire Possibility: We step forward with initiative, optimism, and energy, celebrate progress and wins, and help others see what’s possible for our work and our city.

Working Conditions

• This is a hybrid home-office role requiring on-site presence at the Tourism Calgary downtown office on Tuesdays, Wednesdays, and Thursdays.
• Mondays and Fridays are optional work-from-home days, though in-office attendance may be required to support business and meeting needs.
• This role requires occasional evening or weekend work, including the requirement to be present on-site as dictated by business needs.
• Laptop and cellphone will be provided by Tourism Calgary.

Tourism Calgary values diversity of expertise, talent and opinion, which creates an innovative and collaborative environment. We are committed to a respectful and inclusive workplace and welcome applications from all qualified individuals.

Only applicants selected for interview will be contacted.