Event Administrative Assistant

At the CTCC, we work hard to create memorable experiences that exceed the expectations of our clients. Our driven, efficient, and caring team helps create personalized and professional events all ways.

The Calgary TELUS Convention Centre is looking to hire the position of Event Administrative Assistantin the Event Management Department. Reporting to the Senior Manager, Event Management, this role will be responsible for providing administrative support for the Event Management team.

• Support Senior Manager, Event Management
  • Event reporting, including ROI & KPI indicators, event metrics and survey analysis.
• Support Event Managers as needed in all aspects of the event cycle:
  • Client inquiries
  • Conducting site visits
  • Creating proposals or sending quotes
  • Issuing contracts
  • Responsible for detailed floor plan creation.
  • Responsible for coordinating departmental work orders and banquet event orders
  • Assist with the maintaining deposit and payment schedules for events
  • Assist with preparing post-show/event analysis for future planning purposes.
• Support team with the coordination, review and tracking of pertinent event documentation (floor Plans, SOCAN, Resound, fire marshal approvals, insurance certificates, etc.).
• Assist with managing event team’s expenses
• Assist with internal meetings, such as pre-convention meetings, departmental staff meeting, etc.
• Assist with preparing post-show/event analysis for future planning purposes.
• Assist with general inquiries
• Assist with the maintaining deposit and payment schedules for events
• Maintain complete knowledge of facility policies and procedures and ensure pertinent information is communicated to the client (compliance of fire and building codes, venue regulations, etc.).
• Liaise with multi-disciplinary departments and partners to ensure delivery of a successful event.
• Perform other duties as assigned.

Analytical Thinking

Able to break down raw information and undefined problems into specific, workable components that clearly identify the issues at hand. Makes logical conclusions, anticipates obstacles and considers different approaches to the decision-making process.

Building Relationships

Builds both formal and informal professional relationships. Maintains and fosters relationships within, across, and external to organizational boundaries. Obtains and shares information, ideas, and problems. Solicits advice, support, championship, sponsorship, and commitment that result in smooth transitions of change and the development of mutually acceptable solutions.

Collaboration

Collaborates with other members of formal and informal groups to pursue common missions, vision, values, and mutual goals. Places team needs and priorities above individual needs. Involve others in making decisions that affect them. Draws on colleagues’ strengths and gives credit to others’ contributions and achievements.

Communications for Results

Clearly and effectively transmits technical and business concepts, ideas, feelings, opinions, and conclusions orally and in writing. Listens attentively and for comprehension. Reinforces words through empathetic body language and tone.

Project Management

Given project to coordinate. Oversees project with minimal scope, influence, risk, cost, and stakeholder(s). Manages one or more projects.

Thoroughness

Demonstrates attention to detail and accuracy. Defines and organizes tasks, responsibilities, and priorities. Takes responsibility for timely completion.

• Experience utilizing customer, facility, or project management and/or CRM software (ex; Ungerboeck/EBMS). Working knowledge of facility management software is a strong asset.
• Experience with floor plan software – ex. Vectorworks.
• High Proficiency utilizing modern software packages (ex; Microsoft Office Suite, Microsoft Teams, PDF Editors).
• Strong interpersonal skills with the ability to communicate effectively both verbally and written.
• Strong client service orientation with strong attention to accuracy, detail, quality, and delivering best-in-class experience.
• Excellent time management and organization skills in a fast-paced environment, handling multiple projects concurrently and meeting all deadlines and handle stress effectively.
• Excellent teamwork and relationship building skills with ability to develop and cultivate a positive, cooperative, and adaptable approach with clients, partners, and internal stakeholders.
• Strong working knowledge of all facets of event production, such as the logistics of load-in, load out, food and beverage, event flow, décor, show services and audio visual.
• Understanding of the unique requirements for all types of events; ranging from galas, meetings, conventions, tradeshows, etc.
• Current knowledge on design trends, entertainment, production, vendor products, and new industry technologies (such as virtual events).
• Conducts oneself to a high degree of professionalism.
• Must have the flexibility to work outside of regular business hours (early mornings, evenings, nights and/or weekends) if/when required.

• High school diploma.
• Preferably a post-secondary education in a related field.
• Event designation is an asset such as Certified Meeting Professional (CMP) or Certified Special Events Professional (CSEP).

• 2+ years of experience dealing with the management of events and clients.

The Calgary TELUS Convention Centre:

• Is Calgary’s meeting place, bringing the community together in a central hub to connect, learn, innovate, celebrate, support, and grow.
• Connects Calgary with the global community; leveraging our assets to create opportunities that impact the lives of Calgarians and Canadians.
• Takes pride in our city and in delivering Calgary’s message of hospitality, prosperity, and enlightened growth to countless visitors.
• Is honoured to promote Calgary to the world and to host hundreds of events each year.
• Is responsible for promoting Calgary by working with partners to build Calgary’s reputation as the destination of choice.
• Is committed to providing a productive, comfortable, sustainable environment to our guests and employees.

Individuals interested in applying for this position can submit a resume and cover letter to careers@calgary-convention.com by August 26, 2022. We thank all applicants for their interest, however only those qualified will be contacted.

The Calgary TELUS Convention Centre is committed to protecting employees and others from hazards in the workplace, including infectious and vaccine-preventable diseases, and to maintaining a protected workforce. Please note that the CTCC Human Resources Department will request proof of COVID-19 full vaccination status as a part of the company’s corporate policy.