Events and Operations Coordinator
The Calgary Downtown Association (CDA) is seeking an experienced Events & Operations Coordinator to assist in the planning and execution of all CDA events & activations, creating and updating operational procedures, and performing street operations inspections of the Stephen Avenue Walkway (SAW) and Barclay malls.
As an ideal candidate, you will have proven skills in organization, balancing multiple tasks and projects at once, and a keen mind for improving and standardizing operational procedures.
Additionally, you will be proactive and highly skilled in event coordination and logistics, relationship building, and communication. Reporting to the director of operations, you will also work as part of a small team within a time-sensitive and demanding environment effectively working with the CDA team, event exhibitors, suppliers, contractors, partners, artists and performers.
Objectives of this Role:
- Assist with the overall operational planning and execution of CDA events and activations.
- Assist in updating operational procedures to increase operational efficiencies.
- Develop positive working relationships CDA event exhibitors, suppliers, contractors, partners, artists and performers, and SAW & Barclay businesses.
- Assist in street operations inspections and enforcement.
Daily and Monthly Responsibilities:
- Manage and respond to all event/activation related inboxes.
- Act as the main point of contact to all event exhibitors.
- Work with exhibitors to confirm requirements provided by the CDA.
- Manage the intake process for all exhibitor submissions with a high level of customer service to maintain positive relationships.
- Communicate key information and operational instructions to all event/activation stakeholders including CDA staff, event exhibitors, suppliers, contractors, partners, artists and performers.
- Work with the Director of Operations on developing comprehensive floorplans.
- Customize (from template) CDA agreements.
- Arrange artist/performer and supplier payment.
- Assist site manager with onsite event operations from move-in to move-out.
- Act as the main point of contact (post-signed agreements) for all suppliers and contractors.
- Create key master documents such as master hours of operations, operations schedules, staffing schedules, and signage plans.
- Compile supply lists and coordinate all onsite equipment.
- Create and update inventory of all CDA assets and street assets.
- Assist the Director of Operations in updating all operating procedures and policies.
- Other operational duties as necessary related to various CDA activations, street operations and operational efficiencies.
- Perform daily street operations inspections and enforcement.
- Miscellaneous administrative tasks.
- Monday – Friday work week, 8:00am – 5:00pm.
- Weekend work is required.
- A Tuesday – Saturday work week may be required during the warmer season (May – September).
Skills and Qualifications:
- At least 2+ years of proven experience in an operations or events role.
- Proactive and takes initiative.
- Proven skills in organization and balancing multiple tasks and projects.
- Strong interpersonal skills in building excellent working relationships.
- Ability to take direction and work with minimal supervision.
- Strong skill in attention to detail.
- Excellent communication skills.
- Knowledge of general business office software and aptitude to learn new applications; proficiency in Microsoft Office (Word, Excel, Outlook).
Preferred Qualifications:
- Related education in event management or operations.
- Art background.
- Mail merge.
- Adobe Illustrator.
Closing date: October 22, 2021
To apply, interested and qualified applicants are asked to email a resume and cover letter to jayr@downtowncalgary.com.
We thank those applicants who are interested in this position, however, only those candidates selected for an interview will be contacted. We’re an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.
