Conference Coordinator

4 weeks ago

Banff Alberta TL, Calgary region, Canada Banff Centre for Arts and Creativity Full time

Conference Coordinator

Banff Centre for Arts and Creativity aims to inspire everyone who attends our campus – artists, leaders, and thinkers – to unleash their creative potential.

We acknowledge, with deep respect and gratitude, our home on the side of Sacred Buffalo Guardian Mountain. In the spirit of respect and truth, we honour and acknowledge the Banff area, known as “Minhrpa” (translated in Stoney Nakoda as “the waterfalls”) and the Treaty 7 territory and oral practices of the Îyârhe Nakoda (Stoney Nakoda) – comprised of the Bearspaw, Chiniki, and Goodstoney Nation – as well as the Tsuut’ina First Nation and the Blackfoot Confederacy comprised of the Siksika, Piikani, Kainai. We acknowledge that this territory is home to the Shuswap Nations, Ktunaxa Nations, and Metis Nation of Alberta, Rockyview District 4. We acknowledge all Nations who live, work, and play here, help us steward this land, and honour and celebrate this place.

The Opportunity

The Conference Coordinator provides administrative support to the Conferences department. The position is accountable for a high level of client service, coordination of department activities, daily reception to the conference office and a variety of other tasks pertaining to the day-to-day operations of the conferences department.

This position must maintain an in-depth working knowledge of all core areas of Conference operations and services, in addition to a sound working knowledge of all other areas of Banff Centre.

Roles and Responsibilities

The Conference Coordinator, if assigned to a portfolio working with the Sales Managers, will report directly to the Senior Sales Manager. If assigned to a portfolio to work with the Conference Services Managers, the Conferences Coordinator reports directly to the Director, Conferences.

Below are some key accountabilities:

  • First point of contact for all incoming telephone inquiries and general conference emails, with a moderate level of decision making and problem solving required in relation to these inquiries.
  • Creates and maintains department filing systems.
  • Weekly, monthly and annual reporting as required.
  • Extend positive, resourceful, and thoughtful service to both internal and external customers, including communication and follow up as required.
Sales Coordination
  • Administrative duties for the sales team including generating and distributing correspondence, contracts, proposals and bid documents.
  • Generating cost analysis and budget estimates for group bookings.
  • Creating and maintaining bookings, including processing deposits, facilitating information flow and administration of space requests.
  • Coordination of sales trips such as travel arrangements, trade show registration and sales call research.
Conference Services Coordination
  • Preparation and distribution of correspondence, proposals, and contracts for all facets of conferences programming and meeting architecture products.
  • Assist with the coordination and set up of any conference programming requirements, including maintaining strong communications with facilitators to ensure that all program requirements are in place.
  • Assist Conference Services Managers with Conference Management Packages, including assistance with organizing name tags, conference kits, registrant lists and registration desk support.
  • Review Group Resume Forms for accuracy and formatting.
  • Administration of welcome packages, meal tickets amongst other conference services administrative requirements.
  • Facilitation of internal meeting requests including answering inquiries, completing booking and liaising with required departments.
Marketing Coordination
  • Ordering and maintaining marketing inventory including sales collateral, brochures, guides and promotional items.
  • Liaison with marketing lead on all conference marketing material, sales tools and content.
  • Assist in developing and implementing sales and marketing tools such as flat sheets, presentations, documents and promotions with input from the marketing lead and Managing Director, Sales.
Qualifications and Educational Requirements
  • At least one year of experience working in hospitality, preferably hotel front office, sales, or conferences.
  • Advanced knowledge of Microsoft Office including Excel, Outlook, Word and PowerPoint is required.
  • Experience working with Adobe Creative Suite is an asset.
  • Experience working with Visual One property management software is an asset.
  • Excellent verbal and written communication skills.
  • The ability to deal with multiple and often conflicting priorities in a fast-paced and ever-changing environment.
  • Highly-developed organizational and time-management skills.
  • High standards of accuracy and attention to detail.
Employment Terms and Benefits
  • In accordance with CUPE 4318, this is a unionized, hourly support staff position, subject to a 500-hour probationary period.
  • This position pays $20.40 per hour working up to 35 hours per week on a regular schedule.
  • Benefits of working at Banff Centre are:
  • Transitional staff housing options (based on availability).
  • Professional development.
  • Staff cafeteria and restaurant discounts.
Application Process
  • We are accepting applications for the Conference Coordinator position until a suitable candidate is found.
  • Candidates offered a position with Banff Centre, in this capacity, will be required to obtain a criminal record check verifying a clear record before a final job offer can be finalized.
  • Visa Requirements: Candidates must be legally eligible to work in Canada. Banff Centre is unable to assist candidates in obtaining Canadian work authorization.
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