Conference Coordinator

Banff Centre for Arts and Creativity; Banff; On-site; CAD 30,000 - 60,000; Part time

Job summary

A leading arts and creativity center in Canada is seeking a Conference Coordinator to support the Conferences department. This role involves client service, coordination of conference activities, and maintaining high standards of communication and organization. The ideal candidate has experience in hospitality, strong communication skills, and proficiency in Microsoft Office. Join a vibrant team that values creativity and professionalism.

Benefits

Staff housing options

Employee Assistance Program

Professional development

Cafeteria discounts

Onsite fitness facility at discounted rate

Qualifications

• Experience in hotel front office or sales is preferred.
• Excellent verbal and written communication skills.
• Ability to deal with multiple priorities in a fast-paced environment.

Responsibilities

• First point of contact for inquiries and general conference emails.
• Preparation and distribution of correspondence and contracts.
• Assist with coordinating conference programming and requirements.

Skills

Client service

Communication

Organizational skills

Problem-solving

Time-management

Education

One year experience in hospitality

Tools

Microsoft Office

Adobe Creative Suite

Visual One PMS

Job description

Conference Coordinator

Banff Centre for Arts and Creativity aims to inspire everyone who attends our campus – artists, leaders, and thinkers – to unleash their creative potential.

We acknowledge, with deep respect and gratitude, our home on the side of Sacred Buffalo Guardian Mountain. In the spirit of respect and truth, we honour and acknowledge the Banff area, known as “Minhrpa” (translated in Stoney Nakoda as “the waterfalls”) and the Treaty 7 territory and oral practices of the Îyârhe Nakoda (Stoney Nakoda) – comprised of the Bearspaw, Chiniki, and Goodstoney Nation – as well as the Tsuut’ina First Nation and the Blackfoot Confederacy comprised of the Siksika, Piikani, Kainai. We acknowledge that this territory is home to the Shuswap Nations, Ktunaxa Nations, and Metis Nation of Alberta, Rockyview District 4. We acknowledge all Nations who live, work, and play here, help us steward this land, and honour and celebrate this place.

The Opportunity

The Conference Coordinator provides administrative support to the Conferences department. The position is accountable for a high level of client service, coordination of department activities, daily reception to the conference office and a variety of other tasks pertaining to the day to day operations of the conferences department.

This position must maintain an in-depth working knowledge of all core areas of Conference operations and services, in addition a sound working knowledge of all other areas of Banff Centre.

Roles and Responsibilities

The Conference Coordinator will report directly to the Director of Conferences.

Below are some key accountabilities:

• First point of contact for all incoming telephone inquiries and general conference emails, with a moderate level of decision making and problem solving required in relation to these inquiries
• Creates and maintains department filing systems
• Weekly, monthly and annual reporting as required
• Extend positive, resourceful, and thoughtful service to both internal and external customers, including communication and follow up as required

Conference Services Coordination

• Preparation and distribution of correspondence, proposals, and contracts for all facets of conferences programming and meeting architecture products
• Assist with the coordination and set up of any conference programming requirements, including maintaining strong communications with facilitators to ensure that all program requirements are in place
• Assist Conference Services Managers with Conference Management Packages, including assistance with organizing name tags, conference kits, registrant lists and registration desk support
• Review Group Resume Forms for accuracy and formatting
• Administration of welcome packages, meal tickets amongst other conference services administrative requirements
• Facilitation of internal meeting requests including answering inquiries, completing booking and liaising with required departments

Marketing Coordination

• Ordering and maintaining marketing inventory including sales collateral, brochures, guides and promotional items
• Liaison with marketing lead on all conference marketing material, sales tools and content
• Assist in developing and implementing sales and marketing tools such as flat sheets, presentations, documents and promotions with input from the marketing lead and Managing Director, Sales

Qualifications and Educational Requirements

• At least one year of experience working in hospitality, preferably hotel front office, sales, or conferences.
• Advanced knowledge of Microsoft office including Excel, Outlook, Word and PowerPoint is required.
• Experience working with Adobe Creative Suite is an asset.
• Experience working with Visual One property management software is an asset.
• Excellent verbal and written communication skills
• The ability to deal with multiple and often conflicting priorities in a fast-paced and ever changing environment.
• Highly-developed organizational and time-management skills
• High standards of accuracy and attention to detail

Employment Terms and Benefits

• In accordance with CUPE 4318, this is a unionized, hourly support staff position, subject to a 500-hour probationary period.
• This position pays $21.42 per hour working up to 35 hours per week on a regular schedule.
• Benefits of working at Banff Centre are:
  • Transitional staff housing options (based on availability)
  • Employee Assistant Program
  • Professional development
  • Staff cafeteria and restaurant discounts
  • Onsite fitness facility at a discounted rate - first month free for new staff!

Application Process

• We are accepting applications for the Conference Coordinator position until a suitable candidate is found.
• Candidates offered a position with Banff Centre, in this capacity, will be required to obtain a criminal record check verifying a clear record before a final job offer can be finalized.
• Visa Requirements; Candidates must be legally eligible to work in Canada. Banff Centre is unable to assist candidates in obtaining Canadian work authorization.