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Conference Sales 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, including the Siksika, Piikani, and Kainai Nations. We recognize that this territory is also home to the Shuswap Nations, Ktunaxa Nations, and Metis Nation of Alberta, Rockyview District 4. We honor all Nations who live, work, and play here, helping us steward this land and celebrating this place.

The Conference Sales Coordinator provides administrative support to the Conferences department. The role involves delivering high-quality client service, coordinating departmental activities, managing daily reception duties, and supporting the day-to-day operations of the conferences department.

This position requires an in-depth working knowledge of all core areas of Conference operations and services, as well as a sound understanding of other areas of Banff Centre.

The Conference Sales Coordinator reports directly to the Director of Conferences. Key responsibilities include:

• Serving as the first point of contact for incoming telephone inquiries and conference emails, making decisions and solving problems as needed
• Creating and maintaining department filing systems
• Preparing weekly, monthly, and annual reports
• Providing positive, resourceful, and thoughtful service to internal and external customers, including communication and follow-up

• Handling administrative duties for the sales team, including generating and distributing correspondence, contracts, proposals, and bid documents
• Generating cost analyses and budget estimates for group bookings
• Creating and managing bookings, processing deposits, facilitating information flow, and administering space requests
• Coordinating sales trips, including travel arrangements, trade show registration, and sales call research

• Preparing and distributing correspondence, proposals, and contracts for conference programming and meeting architecture products
• Assisting with conference programming setup and maintaining communication with facilitators to ensure all requirements are met
• Supporting Conference Services Managers with Conference Management Packages, including organizing name tags, conference kits, registrant lists, and registration desk support
• Reviewing Group Resume Forms for accuracy and formatting
• Managing welcome packages, meal tickets, and other administrative requirements
• Facilitating internal meeting requests, including inquiries, bookings, and liaising with relevant departments

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

• At least one year of experience in hospitality, preferably hotel front office, sales, or conferences
• Advanced proficiency in Microsoft Office (Excel, Outlook, Word, PowerPoint) is required
• Experience with Adobe Creative Suite is an asset
• Experience with Visual One property management software is an asset
• Excellent verbal and written communication skills
• Ability to manage multiple conflicting priorities in a fast-paced environment
• Strong organizational and time-management skills
• High accuracy and attention to detail

• This is a unionized, hourly support staff position under CUPE 4318, with a 500-hour probationary period
• Pay rate is $21.42 per hour for up to 35 hours per week
• Benefits include:
• Transitional staff housing options (subject to availability)
• Employee Assistance Program
• Professional development opportunities
• Staff cafeteria and restaurant discounts
• Onsite fitness facility at a discounted rate, with the first month free for new staff

• Applications are accepted until a suitable candidate is found
• Final candidates must obtain a criminal record check before receiving a final offer
• Candidates must be legally eligible to work in Canada; Banff Centre does not assist with work authorization