Events Planner - 1 Full-Time, Permanent Position, Edmonton or Calgary

Health Sciences Association of Alberta; Edmonton; On-site; CAD 56,000 - 72,000; Full time

Benefits offered by this job

Competitive compensation

Full benefits

35-hour work week

Training & development support

Job summary

The Health Sciences Association of Alberta is seeking a full-time Events Planner to organize and coordinate logistics for HSAA events, meetings, and conferences from the Edmonton or Calgary offices.

Reporting to the Manager, Educations & Events, you will manage budgets, timelines, vendor contracts, travel arrangements, and attendee communications while collaborating with the Communications team to deliver engaging event experiences.

Qualifications

• Post-secondary degree or diploma in a related field such as event management, hospitality management, or business.
• Three years of event planning experience.
• Proficient in Microsoft Office applications.
• Valid driver’s license and access to a vehicle.
• Willingness to travel throughout Alberta.

Responsibilities

• Research and secure venues, coordinate event activities, and logistics.
• Identify, negotiate, and manage contracts and rates with vendors (venues, catering, audiovisual, transportation).
• Coordinate event registration, respond to inquiries, and support attendee experience.
• Monitor timelines and budgets; keep records, contracts, and attendee information up to date.
• Coordinate staff, member, and guest travel, accommodation, and meals.
• Collaborate with Communications to develop event materials and strategies.
• Maintain accurate event documentation and reports for stakeholders and day-to-day operations.
• Conduct post-event evaluations and make recommendations for future events.

Skills

Creative problem solving

Agility

Develop networks

Build collaboration

Systems thinking

Drive for results

Education

Post-secondary degree or diploma in event management, hospitality management, or business

Tools

Microsoft Office

Job description

Deadline for applications: until suitable candidate is found

The Organization

The Health Sciences Association of Alberta (HSAA) is a progressive union representing approximately 30,000 paramedical, professional, and technical members. Our staff are committed to delivering high-quality services to our members. HSAA is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

The Position

HSAA is looking to fill one (1) full-time, permanent Events Planner position, working out of the Edmonton or Calgary office reporting to the Manager, Educations & Events. This role entails being responsible for planning and coordinating the logistics for HSAA events, meetings, and conferences while working closely with the event lead to understanding the event goals, objectives, and requirements.

Responsibilities Include, But Not Limited To

• Research and secure venues, coordinate event activities, and logistics.
• Identify, negotiate, and manage contracts and rates with vendors, such as venues, catering services, audiovisual equipment providers, and transportation services.
• Coordinate event registration, respond to inquiries, and communicate with attendees to support a positive participant experience.
• Monitor timelines and budgets, ensuring records, contracts, attendee information, and financial documentation are accurate and up to date.
• Coordinate the resolution of event-related issues under the direction of event lead(s).
• Coordinate all staff, members, and guest travel, accommodation, and meals.
• Collaborate with the Communications team to develop strategies and materials to support events.
• Maintain accurate event documentation, track key decisions, and ensure information is accessible across teams.
• Conduct post-event evaluations and analysis to identify areas for improvement and make recommendations for future events.
• Maintain accurate member, and event records in Unionware to support event activities, reporting, and day-to-day operations.
• Create reports, summaries, and materials that help keep event and stakeholders informed and on track.

What You Bring

You possess a post-secondary degree or diploma in a related field, such as event management, hospitality management, or business, as well as three years of event planning experience. Hotel customer service is an asset. Equivalent education and work experience will be considered.

You are an energetic, creative, out-of-the box thinker who understands the importance of brand recognition and meaningful event experience. You possess excellent written and verbal communication skills. You have exceptional organizational skills, time management, and attention to details, with the ability to coordinate multiple events simultaneously, keeping priorities on track and within budget, and maintain exceptional relationships with internal and external stakeholders. You are proficient in Microsoft Office applications and can create reports, maintain tracking tools, and manage data to support effective planning, coordination, and decision-making.

You approach event management with professionalism and have an exceptional customer service ethic and high expectation for quality. You prioritize your work and excel in a fast-paced, team-oriented environment. You share the core values of HSAA and believe in the value that unions bring to workers. You can manage your time effectively but occasionally work outside of regular business hours with the ability to travel throughout Alberta, as required. You possess a valid driver’s license and have access to a vehicle.

Your Core Competencies

• Creative Problem Solving: You contribute ideas for how the work can be done differently to solve issues.
• Agility: You anticipate and adapt to changing priorities. You are resilient in times of uncertainty.
• Develop Networks: You build connections and trust in relationships.
• Build Collaboration: You contribute to conditions that support teamwork, collaboration, consistency, and excellence.
• Systems Thinking: You understand how the work you do contributes to the overall success of the organization.
• Drive for Results: You take ownership of achieving results as an individual and as part of a team.

What We Offer

• Competitive Compensation: $41.50 - $51.21/hour, commensurate with experience
• Top Benefits: 100% employer paid benefits, flex spending account, and pension plan
• Work-Life Balance: 35-hour work week
• Learning & Development: Internal and external training support