Conference Coordinator

6 days ago

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

The Conference Coordinator provides administrative support to the Conferences department, ensuring seamless day-to-day operations and exceptional client service. This role requires a high level of organization, attention to detail, and effective communication skills.

Key Responsibilities:

  • Provide first point of contact for incoming inquiries and emails, utilizing problem-solving skills to resolve issues efficiently.
  • Develop and maintain accurate departmental filing systems.
  • Prepare and distribute reports as required, ensuring timely and accurate information.
  • Extend exceptional service to internal and external customers, fostering positive relationships and ensuring seamless communication.

Sales Coordination:

  • Support the sales team with administrative duties, including generating correspondence, contracts, and proposals.
  • Generate cost analyses and budget estimates for group bookings, ensuring accurate and timely information.
  • Process bookings, facilitate information flow, and administer space requests, ensuring seamless event planning.
  • Coordinate sales trips, including travel arrangements, trade show registration, and sales call research.

Conference Services Coordination:

  • Prepare and distribute correspondence, proposals, and contracts for conferences programming and meeting architecture products.
  • Assist with conference programming requirements, maintaining strong communications with facilitators to ensure program requirements are met.
  • Support Conference Services Managers with Conference Management Packages, including name tags, conference kits, registrant lists, and registration desk support.
  • Review Group Resume Forms for accuracy and formatting.
  • Administer welcome packages, meal tickets, and other conference services administrative requirements.
  • Facilitate internal meeting requests, including answering inquiries, completing bookings, and liaising with required departments.

Marketing Coordination:

  • Order and maintain marketing inventory, including sales collateral, brochures, guides, and promotional items.
  • Liaise with the marketing lead on 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 environment.
  • Highly developed organizational and time-management skills.
  • High standards of accuracy and attention to detail.

Employment Terms and Benefits:

  • 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 include:
    • Transitional staff housing options (based on availability)
    • Employee Assistance Program
    • Professional development
    • Staff cafeteria and restaurant discounts
    • Onsite fitness facility at a discounted rate - first month free for new staff

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