About The Calgary Chamber
The Calgary Chamber of Commerce exists to empower the business community to advance a prosperous Calgary.
As the convenor and catalyst for a vibrant, inclusive and prosperous business community, the Chamber works to build strength and resilience among its members and position Calgary as a magnet for talent, diversification and opportunity. As an independent, non-profit, non-partisan organization founded in 1891, we build on our history to serve and advocate for businesses of all sizes, in all sectors across the city.
The Calgary Chamber is an inclusive workplace where diversity of thought – and of people – are recognized, valued and considered essential to achieving our mission.
Position Overview
One of the front-line ambassadors of the Chamber’s business and signature events, the Events and Sponsorship Administrator provides extensive administrative support to the Events and Sponsorship team and broader organization through the administration, coordination and production of its yearly slate of events.
Reporting to the Director, Events & Partnerships, this position is responsible for administrative coordination, logistical planning and consistent delivery of high-quality Chamber events. From small workshops and networking events to business breakfasts, luncheons and full-scale forums, the Events and Sponsorship Administrator manages a high-volume workload and can supports multiple projects at various stages of planning and execution while maintaining excellent member and sponsor service. Working closely with their leader, this role also supports the achievement of event and sponsorship Return on Investment (ROI) goals in alignment with the Chamber’s strategic priorities and annual budget.
In addition, the Events and Sponsorship Administrator is well-versed in having excellent working relationships with various outside providers and shows a keen interest in furthering their event education and contributions to the Calgary events community.
Key Responsibilities
Event Administration
- Maintain the Calgary Chamber events calendar.
- Support in the creation and maintenance of event files, ensuring shared drives are organized and up to date.
- Conduct venue and vendor research and maintain supporting database.
- Prepare and monitor event budgets.
- Ensure monthly and quarterly reporting is current and accurate.
- Respond to enquiries from the public regarding Chamber events as required.
- Manage event registration process, including system set-up, maintenance of online registration platforms and member support.
- Prepare and maintain event documentation, including contracts, agendas, production schedules and event briefs.
- Coordinate all onsite event materials in advance, including nametags, signage, seating arrangements and floor plans.
- Support onsite execution of events including room set-up, outlay of materials, registration processing, and take down.
Events Coordination
- Support the coordination and execution of events to ensure they run smoothly, efficiently and achieve revenue and engagement objectives.
- Liaise proactively with internal teams, including marketing and sponsorship, to support the development of marketing materials and sponsorship deliverables for events.
- Deliver an exceptional attendee experience, supporting the registration desk at events, including name tags, attendee and table lists, assisting VIP attendees.
- Design menus and coordinate food and beverage services in alignment with budget parameters, in collaboration with venue event teams.
- Coordinate audio visual (AV) services, including negotiating pricing, reviewing orders, communicating with onsite AV staff, and ensuring quality execution.
- Contribute to the development of effective event management processes, including the Chamber’s annual event strategy, venue planning and logistics and overall event analytics.
- Work closely with the Director, Events and Partnerships and Senior Events Specialist to ensure seamless execution of all event production needs.
Sponsorship
- Prepare sponsorship invoices and agreements for confirmed partners.
- Maintain the Chamber Customer Relationship Management (CRM) system for sponsorship tracking, prospecting and reporting.
- Coordinate with sponsors prior to events to confirm logistics, including agendas and seating arrangements, in collaboration with the Director, Events & Partnerships.
Qualifications And Requirements
- 2 or more years of events experience is preferred.
- A degree, diploma or certificate in Event Management or a similar field is preferred.
- Experience with Microsoft Office suite (Outlook, Excel, Word, Dynamics).
- Experience with a CRM considered an asset.
- Excellent communication skills and the ability to work with a wide variety of organizations and individuals.
- Exceptional administrative and organizational skills.
- Must be solutions oriented and flexible, punctual and adaptable to changing situations.
- Must be able to complete all physical requirements of the job with or without accommodations, including lifting and transporting items required for each event.
- Events take place at various times of the day throughout the year, including early mornings and evenings. Schedule flexibility is required.
Job Details
- Job Type: Full-time
- Schedule: Monday to Friday; some flexibility for hybrid.
- Compensation: Competitive salary, vacation & benefits, including access to the Ampersand building gym and recreation facilities, holiday office closure, flex days, RRSP matching, and eligibility for a performance-based bonus.
To Apply:
Equity and inclusion are part of our core values. We encourage individuals from all backgrounds to apply, including non-Canadians who are eligible to work in Canada.
Applications will be accepted until May 29, however we’ll start screening candidates as we receive applications - so don’t wait to apply!
