Job Description

Career Opportunity
The Calgary TELUS Convention Centre is seeking a proactive and resourceful Event Coordinator. Reporting to the Director, Event Management, the Event Coordinator provides administrative support to the Event Management team, and will focus on creating and managing event floor plans, and auditing event details for accuracy and consistency. Additionally, the role will serve as a point of contact for clients coordinating meetings and events with shorter lead times and lower complexity.
Duties and Responsibilities
TEAM SUPPORT

• Support the team with creating and updating floor plans using Vectorworks software
• Respond to client inquiries and provide timely communication
• Assist Event Managers in all aspects of the event cycle for larger-scale conventions, meetings, banquets, and tradeshows--including event plans, floor plans, and entering departmental work orders
• Manage the events calendar for updates and space management demand
• Audit event details to ensure accuracy and consistency across documentation and team workflows
• Create internal reports to support planning, execution, and post-event analysis
• Analyze client feedback to identify trends and opportunities for improvement
• Perform other administrative and support duties as required

EVENT MANAGEMENT

• Start-to-finish Event Management for less complex and short lead-time meetings and events. From initial contact with the client, proposal preparation, contract negotiation, logistical planning, on-site execution, invoicing, and post-event follow-up for the client's return.
• Provide services and event planning advice for event organizers.
• Maintain complete knowledge of facility policies and procedures and ensure pertinent information is communicated to the client (compliance with fire and building codes, venue regulations, etc.).
• Liaise with multi-disciplinary departments and partners to ensure successful event delivery.
• Responsible for coordinating departmental work orders and banquet event orders.
• Ensure and maintain the confidentiality of all sensitive communication and materials.
• Participate in/attend applicable local industry events.
• Participate in operational meetings and other internal meetings as required.
• Perform other duties as assigned.

Job-Related Skills

• Strong interpersonal skills with the ability to communicate verbally and written effectively.
• Strong client service orientation with strong attention to accuracy, detail, quality, and delivering a best-in-class experience.
• Excellent time management and organization skills in a fast-paced environment, handling multiple projects concurrently, meeting all deadlines, and handling stress effectively.
• Excellent teamwork and relationship-building skills with the 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, decor, show services and audiovisual.
• Understanding the unique requirements for all events, ranging from galas, meetings, conventions, tradeshows, etc.
• Current knowledge of design trends, entertainment, production, vendor products, and new industry technologies (such as virtual events).
• Conducts oneself to a high degree of professionalism.
• Must be flexible to work outside regular business hours (early mornings, evenings, nights and/or weekends) if/when required.

Core Competencies
Analytical Thinking - Able to break down raw information and undefined problems into specific, workable components that 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 advise 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, visions, values, and mutual goals. Places team needs and priorities above individual needs. Involves 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 projects 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.
Education

• 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).

Experience & Assets

• Experience with floor plan software Vectorworks.
• Experience utilizing customer, facility, or project management and/or CRM software (ex, Momentus). Working knowledge of facility management software is a strong asset.
• High Proficiency in utilizing modern software packages (ex, Microsoft Office Suite, Microsoft Teams, PDF Editors).
• 3+ years of direct experience dealing with the management of events and clients.

Core Company Success Traits
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 our guests and employees with a productive, comfortable, sustainable environment.

As a registered Living Wage Employer in the Province of Alberta, we are committed to paying our employees a living wage, allowing them to meet basic living needs and participate in their communities.
The Convention Centre offers a comprehensive salary and benefits program that includes life and dependent life insurance, short and long-term disability, health, and dental benefits, travel medical emergency insurance, flexible spending account, employee assistance program, pension plan, flex and bonus hours, wellness programs, educational opportunities, and access to a fitness center.
Individuals interested in applying for this position can apply by submitting a resume and cover letter online at . This is an internal/external job posting and will close when a suitable candidate has been selected. We thank all applicants for their interest, however, only those selected for an interview will be contacted.

Skills Required