Campus Event Coordinator

Calgary Stampede; Calgary; On-site; CAD 45,000 - 60,000; Full time

Job summary

Calgary Stampede Foundation is seeking an Event Coordinator to join the CS Foundation Events Team. This junior role will help execute year-round events, from internal gatherings to conventions, concerts and trade shows.

You will provide excellent customer service, coordinate food, beverage, technical needs, parking and security, and support larger events with senior managers.

Qualifications

• Diploma in event management or related field; hospitality strongly preferred.
• Provide excellent customer service and consistently demonstrate professionalism.
• Zero to three years of related experience coordinating events.
• Exceptional communication and time management with the ability to prioritise.
• Ability to multitask and meet deadlines in a fast-paced environment.
• Must demonstrate social awareness, diplomacy and discretion.

Responsibilities

• Provide exceptional customer service and maximize sales.
• Liaise with clients to develop concepts and establish event requirements.
• Liaise with internal departments and external suppliers to negotiate services and charges.
• Understand client requests and work with Senior Event Managers to negotiate and problem solve.
• Gather and distribute event information and requirements with internal departments and clients.
• Collect event payments according to standard operating procedures.
• Follow safety guidelines to ensure a safe environment for customers.
• Understand legislation related to events (fire code, OH&S, Alberta health regulations).
• Ensure appropriate service standards are maintained by service departments.
• Maintain event profitability: budget management and selling event services.
• Generate event summaries, checklists and attendance reports.
• Generate and send pre and post event invoices.

Skills

Customer service

Communication

Time management

Multitasking

Diplomacy

Education

Diploma in event management or related field

Tools

Momentus

Notion

Salesforce

Excel

PowerPoint

Outlook

Job description

Calgary Exhibition & Stampede
CALGARY, AB T2P2K8, CAN

Description

About the Calgary Stampede Foundation

The Calgary Stampede Foundation supports youth of Alberta by providing dynamic programming and inspiring spaces to enhance their leadership skills, personal growth, creativity, and education. Our vibrant and welcoming campus connects arts, heritage, and education. As an organization that exists for the benefit of the community, inclusion and equity are woven into our core values of western hospitality, pride of place, integrity and commitment to the community.

Position Summary

The event coordinator is a member of the CS Foundation Events Team, responsible for the successful execution of various year-round events including; internal events, special events, trade shows, consumer shows, conventions, sporting events, concerts and other attractions.

This position involves providing excellent customer service while arranging all aspects of an event from food and beverage to technical requirements, parking and security. The event coordinator position is a junior role which takes lead on certain events, and may also be assigned as a secondary coordinator supporting an event manager on larger scale events.

Responsibilities

Responsibilities of this role include, but are not limited to:

• Provide exceptional customer service and maximize sales efforts.
• Liaise with clients to develop concepts and establish event requirements
• Liaise with internal departments and external suppliers to negotiate services and charges.
• Understand client requests and work with the Senior Event Managers to negotiate and problem solve.
• Gather and distribute event information and requirements with internal departments and clients.
• Collect event payments according to the standard operating procedures of the department.
• Follow safety guidelines to ensure a safe environment for customers.
• Have a general understanding of legislation as it relates to events, for example fire code, occupational health and safety, Alberta health regulations.
• Ensure appropriate service standards are maintained by service departments.
• Maintain event profitability: work within event budgets and sell event services provided by the Stampede and its preferred suppliers.
• Generate event summaries, checklists and event attendance reports.
• Generate and send pre and post event invoices

Qualifications

The ideal candidate will be proactive, optimistic and have worked in a dynamic environment where they have experience delivering on multiple priorities and will hold the following qualifications:

• Diploma in related field, such as event management, tourism & hospitality strongly preferred.
• Provide excellent customer service and consistently demonstrate professionalism.
• Zero to three years of related experience executing and coordinating events.
• Exceptional communication and time management skills with the ability to communicate in a clear and concise manner and prioritize projects.
• Ability to multitask and meet strict deadlines in a fast paced environment.
• Must demonstrate social awareness and communicate with tack and diplomacy.
• Acute level of confidentiality, diplomacy and discretion.
• Basic accounting skills.
• Advanced knowledge of MS Office Suite (Excel, Word, PowerPoint and Outlook).
• Advanced knowledge of Database systems (Momentus, Notion, Sales Force, Excel), is an asset
• Working knowledge of basic event equipment (Audio and video systems), is an asset

The Calgary Stampede offers a unique and exciting work environment, an excellent total compensation package and the opportunity for advancement and employee training.

Office

Advanced

Functional Expert

Considered a thought leader on a subject

Detail Oriented

Capable of carrying out a given task with all details necessary to get the task done well

Experience

Experience in event planning

Experience working with complex databases (Momentus, Notion, Salesforce, Excel)