Tourism Calgary is the destination management organization that enthusiastically shares and promotes the story of our friendly Blue Sky City to those near and far. We think big – like, Canadian Rocky Mountain big – using our sales and marketing expertise to drive an annual visitor spend of over $3B for the local economy and advocating for our growing tourism sector, which includes 84,000 Calgarians employed in the industry. From conventions to leisure travel, sports events to music and arts, Tourism Calgary represents the city’s diverse and unexpected experiences, extending our welcoming hospitality to the estimated 8.7 million people who visit Calgary every year. Here, the possibilities are as limitless as our blue skies.
Role Summary
Reporting to the Manager, Event Services, the Coordinator, Event Services provides administrative, logistical and operational support to the Event Services team in delivering exceptional experiences for meetings, conventions, sport and major event clients.
Working closely with the Manager and Event Services Specialists, this role supports the coordination of client servicing activities, event materials, gifting and inventory, internal systems, reporting and on-site activations. The Coordinator plays an important role in keeping event servicing organized, accurate and moving forward while helping ensure clients, delegates and attendees receive a seamless and welcoming Calgary experience.
Key Responsibilities
Event Services Administration & Coordination
- Provides day-to-day administrative and coordination support to the Manager, Event Services and Event Services/Sites & FAMs Specialists across the portfolio of confirmed meetings, conventions, sport and major events.
- Coordinates Event Servicing team timelines, task lists, documentation and internal follow-up to support successful delivery of client programs.
- Supports the preparation and distribution of client-facing materials, itineraries, event information, presentations, signage and other servicing resources.
- Supports with coordination and preparation of itineraries for site visits and FAM Tours as required.
- Assists with coordination of Event Services presence at attendance building/client events, including preparation of shipping waybills and transportation of materials and on-site logistical support.
- Responds to routine administrative inquiries and coordinates information and requests with internal teams, clients, partners and suppliers as required.
Systems, Tracking & Reporting
- Maintains accurate and current Event Services information within Tourism Calgary's CRM system (Simpleview), shared files, trackers and other departmental systems.
- Supports data entry, tracking and reporting related to client servicing activities, event attendance, services delivered and other departmental KPIs.
- Maintains organized electronic records and documentation for meetings, conventions, sport and major event clients.
- Manages the collection and organization of post-event surveys collected in Survey Monkey and maintains a client satisfaction score dashboard.
- Assists with departmental budget administration, including tracking expenses, processing invoices, maintaining supporting documentation and coordinating with Finance as required.
- Supports the development and maintenance of templates, processes, checklists and administrative tools that improve team efficiency and consistency.
- Supports Manager, Event Services with preparation of expense reports.
- Books and manages internal and external meetings.
Inventory & Event Materials
- Coordinates and maintains Event Services promotional, collateral and gifting inventory, ensuring accurate inventory records and appropriate stock levels.
- Prepares client gifts, welcome materials, event kits and other items required for upcoming events and activations.
- Supports with coordination of deliveries and movement of event materials between the Tourism Calgary office, venues, hotels and other event locations.
Team & Event Support
- Works collaboratively with the Manager, Event Services, Event Services Specialists, Site Visits & FAM Tours Coordinator and other Destination Experience & Services team members to support departmental priorities.
- Collaborates with internal business units including Business Development, Marketing, Visitor Experience, Event Hosting and Finance to coordinate information, materials and event requirements.
- Provides logistical and on-site support for select meetings, conventions, sport events, major events, client activations and Tourism Calgary initiatives.
- Participates and attends Tourism Calgary FAMs and events, as well as offsite events hosted by industry partners.
- Provides general administrative support and other duties as assigned.
Qualifications, Experience and Required Competencies
- Minimum 3 years of professional administrative or event coordination experience is required.
- Post-secondary education in Tourism, Hospitality, Event Management, Business Administration or a related discipline is considered an asset. Equivalent combinations of education and experience may be considered.
- Highly organized and detail-oriented, with the ability to maintain accurate records and manage multiple tasks and deadlines.
- Strong administrative and coordination skills with a demonstrated ability to follow through on details and commitments.
- Excellent written and verbal communication skills with a professional and service-oriented approach.
- Strong interpersonal skills and ability to work collaboratively with colleagues, clients, partners and suppliers.
- Demonstrated initiative, resourcefulness and problem-solving skills.
- Ability to work effectively in a fast-paced environment with changing priorities.
Living Our Values in This Role
- Think Boldly: We bring curiosity, fresh thinking, and the courage to question assumptions, put ideas forward early, and explore better ways of working with a focus on progress and possibility.
- Care Deeply: We show up with presence, pride, and accountability by listening, supporting others, caring about quality and impact, and having honest conversations that strengthen outcomes.
- Act Together: We collaborate across teams, communicate openly, follow through on commitments, and take shared ownership to create clarity and move work forward together.
- Inspire Possibility: We step forward with initiative, optimism, and energy, celebrate progress and wins, and help others see what’s possible for our work and our city.
Working Conditions
- This is a hybrid home-office role requiring on-site presence at the Tourism Calgary downtown office on Tuesdays, Wednesdays, and Thursdays.
- Mondays and Fridays are optional work-from-home days, though in-office attendance may be required to support business and meeting needs.
- This role requires occasional evening or weekend work, including the requirement to be present on-site as dictated by business needs.
- Laptop and cellphone will be provided by Tourism Calgary.
Tourism Calgary values diversity of expertise, talent and opinion, which creates an innovative and collaborative environment. We are committed to a respectful and inclusive workplace and welcome applications from all qualified individuals.
Only applicants selected for interview will be contacted.
