Special Experiences Assistant

Wilder Institute/Calgary Zoo; Calgary; On-site; CAD 45,000 - 55,000; Full time

Job summary

A leading conservation organization in Calgary is seeking a full-time Special Experiences Assistant to support unique events like After Hours Zoo Events. The role involves administrative tasks, event coordination, and vendor management, providing opportunities to develop valuable skills. Ideal candidates should have event planning and customer service experience, along with strong communication skills. This position requires attending evening and weekend events, ensuring a rewarding experience for guests and staff alike.

Benefits

Discounts on food and merchandise

Participation in Staff Pass Benefit plan

Fun work environment

Qualifications

• 2-5 years of special events or marketing experience is required.
• 3+ years of customer service experience is required.
• A valid Class 5 Driver’s License is required.
• Experience planning events is an asset.

Responsibilities

• Provide administrative support for event coordination and execution.
• Develop planning materials including operational checklists.
• Maintain and update vendor and service provider database.

Skills

Customer service

Event planning

Administrative skills

Communication

Analytical thinking

Education

College diploma in Special Events or Marketing

Tools

Microsoft Excel

Microsoft Word

Job description

Join our team at the Wilder Institute/Calgary Zoo and grow your experience at one of the most unique sites in Calgary! The Wilder Institute/Calgary Zoo is seeking a full‑time, fixed‑term Special Experiences Assistant who will support the planning and execution of our one‑of‑a‑kind programs such as After Hours Zoo Events and Zoo Brew.

As a Special Experiences Assistant, you will work closely with the Manager of Special Experiences and the Special Experiences Coordinator to research, plan, and execute exceptional events at the Calgary Zoo. This role offers hands‑on experience in administration, event coordination, vendor management, and guest engagement, giving you the opportunity to develop valuable skills in a fast‑paced, high‑energy environment.

Our Purpose

We act for wildlife; saving species and inspiring people to join us.

Our Core Values

Drive impact, nurture connection, cultivate hope, and be bold.

Contract

• Start Date: January 2026
• End Date: September 2026

What you will do

Administrative & Event Support

• Provide comprehensive administrative and logistical support to the Manager, Special Experiences, and the Special Experiences Coordinator, including research, coordination, and execution of all Zoo Special Experience events.
• Prepare and maintain accurate Banquet Event Orders (BEOs) for all Special Experience programs.
• Attend event programs to support setup, hosting, guest experience, and post‑event teardown and cleanup.
• Support on‑site event delivery by assisting staff and volunteers, providing scheduled breaks where needed.

Event Planning & Documentation

• Collaborate with the Special Experiences team in developing all planning materials, including event management plans, run‑of‑show schedules, operational checklists, and support documents.
• Create detailed seating plans, retrieve and manage guest lists, and prepare all necessary event documentation.
• Record, organize, and distribute meeting notes for Special Experience planning sessions, debriefs, and cross‑departmental coordination meetings.

Vendor, Contractor & Partner Relations

• Maintain and update a comprehensive, living database of Zoo event vendors, contractors, performers, and service providers.
• Represent the Calgary Zoo professionally when engaging with suppliers, sponsors, and external partners.
• Escalate issues involving external parties promptly to the Manager, Special Experiences and/or Special Experiences Coordinator.

What you will bring

• A college diploma in Special Events or Marketing is an asset
• 2‑5 years of special events or marketing experience is required
• 3+ years of Customer service experience is required
• Experience planning events is an asset.
• A valid Class 5 Driver’s License is required.
• Administrative assistant skills are essential as there are many administrative tasks including minute taking, notes, inventories, as well as using Microsoft Excel and Microsoft Word.
• Able to effectively communicate in writing and verbally.
• Use conceptual thinking and analytical thinking to problem solve in‑the‑moment.
• Comfortable navigating moments of conflict to ensure a positive experience for both internal and external contributors and event guests.

Working Conditions

• Evening and weekend work required
• On grounds mobility required - lots of walking on Zoo grounds
• Sedentary work at desk; long period of time on the computer
• Some lifting and moving of event materials required.

The Wilder Institute/Calgary Zoo is an outdoor facility and all staff working at the zoo must be comfortable working in a large variety of outdoor conditions. The Wilder Institute/Calgary Zoo follows the advice of Environment Canada when responding to temperature and air quality issues.

What the Zoo Offers

• Discounts on food, beverage, and merchandise
• Participation in the Staff Pass Benefit plan
• A fun, rewarding work environment and the opportunity to work in a park full of wild animals

If this position is a fit for you, we encourage you to apply with a resume and cover letter online by December 29, 2025 at 4pm MST.

Apply by Doing the Following

1. Watch this video about the conservation work being done at the Wilder Institute/Calgary Zoo. (https://www.youtube.com/watch?v=8J1VH1MBXm0)
2. Submit your resume with an optional cover letter via our online application system.
3. Fill in the Application questions:
   • If hired, when would you be available to start?
   • If hired, when would your wage expectations be for this position?
   • Do you have any extended time off requests for the duration of the contract?
   • This position regularly requires working evenings, weekends, and holidays to as needed to support events. Do you have any concerns or scheduling restrictions we should be aware of?

Applicants must be legally entitled to work in Canada.

Our Commitment to a Diverse Workforce

The Wilder Institute/Calgary Zoo strives to cultivate a workplace in which everyone feels welcome and empowered to bring their authentic selves to work. As a conservation organization, we respect and value the diversity of all life and come together as individuals and teammates to achieve the organization’s mission and vision. We recognize the value of diversity, equity, and inclusion, and work to advance our culture to ensure diverse viewpoints are heard and everyone has an equitable chance to succeed and thrive.

All candidates are thanked for their applications and advised that only those selected for interviews will be contacted.