Special Events Assistant

3 months ago

Calgary, Canada Heritage Park Full time

**Department**: Programming and Experience

**Position Type**: Full-Time - Permanent

**Expected Start Date**: October 1, 2024

**What we offer**:

- Flexible work arrangements
- Comprehensive Benefits package includes Extended Health Care, Dental Benefits, Basic Life Insurance, Accidental Death and Dismemberment, Short-Term and Long-Term Disability, and Employee and Family Assistant Program (EFAP)
- Employer-matched Pension Plan at 5%
- Generous paid time off, including Vacation days, Sick Time
- Working in a beautiful park setting.
- Free entrance to the Park, including to our many public special events.
- Employee discounts on food and retail items and free parking.

**Who We Are**:
Heritage Park is Canada's largest living history museum and offers visitors a chance to experience life in Western Canada from the 1860s to the early 1950s. The Park features historical buildings, costumed interpreters, working antiques, and various exhibits that provide insight into the region's past.

**Job Overview**:
Reporting to the Manager, Community Engagement, the Special Events Assistant is tasked with supporting annual events and public programming with a focus on creating and managing related volunteer schedules using the online system Better Impact. This position provides the incumbent with a hands-on opportunity to gain experience in event and program coordination and volunteer scheduling in a non-profit organization.

**Responsibilities**:
Event Support
- Support the Event Coordinators to ensure that the volunteer requirements of the different events are met, including contacting and scheduling volunteers using Better Impact
- Monitor and approve the sign-ups for Event activities ensuring accurate and organized volunteer registration
- Attend Event committee meetings and records minutes as required by the Events Coordinator
- Attend scheduled Operations meetings as required
- Provide an orientation with the Events Coordinator and Manager, Volunteer Resources for select events, and prepares an event information sheet to be distributed to volunteers
- Supervise volunteers during Events, overseeing the operations of the volunteer centre, managing equipment, orienting external group volunteers, ensuring clocks are started and stopped appropriately, managing volunteer break schedules, and ordering the volunteer food for the Events
- Ensure external groups have completed the necessary paperwork from the Volunteer Resources area before engaging in volunteer activities at the Park
- Identify potential issues with volunteers and reports observations or incidents to the Manager, Volunteer Resources
- Assist the Events Coordinator with the planning, set-up, execution, and tear-down of Events and covers their responsibilities during events on days off; and,
- Perform other duties as required

Organizational Excellence and Wellbeing
- Contribute to inspiring and immersive experiences at the Park through your roles and responsibilities by engaging in Heritage Park initiatives that align with the overall mission and vision of the Park
- Demonstrate commitment to workplace health and safety by complying with Heritage Park's Health, Safety and Environment Management System (HSEMS), following safe work practices, reporting work-related incidents, injuries and hazards, participating in employer training, and adhering policies including the Code of Conduct and the Workplace Violence and Harassment policy
- Actively support a positive work environment through creating an atmosphere of inclusion, engagement and fulfillment in line with Heritage Park values
- Demonstrate responsible stewardship of our people, collections and financial assets by ensuring that they are handled with integrity, sustainability, and a focus on long-term benefits for the organization and its stakeholders

**Required Qualifications**:

- Enrolment in or completion of post-secondary education in Event Management, Volunteer Management, Communications, Marketing or other related field
- Minimum 6 months prior experience in customer service, communications, event coordination or tourism is preferred
- Prior experience with an online volunteer management system, as well as scheduling or supervising volunteers is an asset
- Demonstrated strong collaborative and solution-focused teamwork, taking a proactive approach and a sense of responsibility to ensure task completion
- Exceptional organizational skills and attention to detail are essential
- Strong time management skills and ability to prioritize tasks
- Demonstrated strong interpersonal and communication skills in a client-faced setting

**Special Clothing and Equipment**:

- Business attire is required when working in the office, ensuring a professional and presentable appearance.

**Special Working Conditions**:

- The position will be exposed to weather extremes and will work both indoors and outdoors; and
- This position is physically demanding, and the incumbent must have the ability to lift heavy items, s

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