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Event Coordination Specialist

3 months ago

Banff, Alberta, Canada Banff Centre for Arts and Creativity Full time
The Opportunity

The Conferences Operations Associate plays a crucial role in providing administrative assistance to the Conferences division. This position is responsible for delivering exceptional client service, coordinating departmental activities, managing daily reception duties, and handling various tasks essential to the smooth operation of the Conferences division.

A comprehensive understanding of all fundamental aspects of Conference operations and services is required, along with a solid grasp of other departments within the Banff Centre for Arts and Creativity.

Key Responsibilities

The Conferences Operations Associate will either collaborate with the Sales Managers, reporting directly to the Senior Sales Manager, or work alongside the Conference Services Managers, reporting to the Director of Conferences.

Key responsibilities include:

  • Serving as the primary contact for all incoming phone inquiries and general conference-related emails, requiring a moderate level of decision-making and problem-solving.
  • Establishing and maintaining organized filing systems for the department.
  • Preparing weekly, monthly, and annual reports as necessary.
  • Providing positive, resourceful, and thoughtful service to both internal and external clients, ensuring effective communication and follow-up.

Sales Coordination

  • Performing administrative tasks for the sales team, including the creation and distribution of correspondence, contracts, proposals, and bid documents.
  • Conducting cost analysis and budget estimates for group reservations.
  • Managing bookings, processing deposits, and facilitating information flow regarding space requests.
  • Coordinating sales trips, including travel arrangements, trade show registrations, and sales call research.

Conference Services Coordination

  • Preparing and distributing correspondence, proposals, and contracts for all aspects of conference programming and meeting architecture products.
  • Assisting in the coordination and setup of conference programming requirements, maintaining strong communication with facilitators to ensure all program needs are met.
  • Supporting Conference Services Managers with Conference Management Packages, including organizing name tags, conference kits, registrant lists, and registration desk assistance.
  • Reviewing Group Resume Forms for accuracy and formatting.
  • Managing welcome packages, meal tickets, and other administrative requirements for conference services.
  • Facilitating internal meeting requests, including answering inquiries, completing bookings, and liaising with necessary departments.

Marketing Coordination

  • Ordering and maintaining marketing inventory, including sales collateral, brochures, guides, and promotional items.
  • Collaborating with the marketing lead on all conference marketing materials, sales tools, and content.
  • Assisting in the development and implementation of sales and marketing tools such as flat sheets, presentations, documents, and promotions with input from the marketing lead and Managing Director of Sales.

Qualifications and Educational Requirements

  • A minimum of one year of experience in hospitality, preferably in hotel front office, sales, or conference settings.
  • Proficient in Microsoft Office Suite, including Excel, Outlook, Word, and PowerPoint.
  • Familiarity with Adobe Creative Suite is advantageous.
  • Experience with Visual One property management software is a plus.
  • Excellent verbal and written communication skills.
  • Ability to manage multiple and often conflicting priorities in a dynamic environment.
  • Strong organizational and time-management abilities.
  • High standards of accuracy and attention to detail.

Employment Terms and Benefits

  • This is a unionized, hourly support staff position, subject to a probationary period.
  • The position offers a competitive hourly wage and a regular work schedule.
  • Benefits of employment include transitional staff housing options (subject to availability), professional development opportunities, and discounts at the staff cafeteria and restaurant.