Events Administrator

At Aspen our Vision is to remain a highly respected boutique real estate company and employer of choice. We will continue to earn exceptional returns by adding value through ownership, management and development opportunities.

Through our Purpose, Aspen Properties is passionate about creating value for our team and community. We pride ourselves on our Core Values; Respect, Leadership, Integrity, Service Excellence and Teamwork. Through the core values, our employees are committed to a culture of honesty, open communication and accountability with high standards of professional and ethical conduct.

We offer a dynamic opportunity, with an excellent compensation and benefits program. We are a fun and professional environment that promotes and rewards learning, development and success. Aspen is an equal opportunity employer that values hiring and retaining a diverse workforce.

We are pleased to announce we have an opening for a team and service-oriented individual to fill an **Events Administrator** **role based in Calgary.

Thank you for your interest in the Aspen team.

Events Administrator | Calgary

Position Summary:
The Events Administrator will work closely with The Ampersand’s Property Management team & Events Coordinator in order to successfully schedule and execute tenant, corporate and community events that take place within The Ampersand portfolio. The Events Administrator will be expected to provide logístical support and share their expertise with other teams within Aspen’s portfolio.

Regular work hours are generally Monday to Friday 10:00am to 6:30pm; however, this position will require flexibility based on event timing. (After hours, weekends, and early morning events are common.)

Key Responsibilities:
As Events Administrator you will be critical in assisting to organize and oversee any events within The Ampersand. This includes, but is not limited to:

- Closely working with Events Coordinator, operations and property management departments to facilitate tenant and external events.
- Assist in scheduling pre and post event walkthroughs with clients, providing a tour of the facility and answering any logístical questions.
- Assist with all event operations and requirements including scheduling security, cleaning, after hours HVAC, AV requirements, furniture movement, etc.
- Update the event tracker with applicable details for each event to assist with accounting, operations and property management.
- Adhere to standardized event procedures and assist in training staff to ensure proper execution.
- Cultivate and maintain professional relationships with tenants, clients, suppliers, and contractors.
- Coordinate with tenants, vendors, exhibitors, and stakeholders during event planning stage.
- Work directly with tenants, vendors, and contractors to facilitate access, setup, and takedown.
- Assist in daily operation of The Ampersand Tenant Lounge which includes:

- Assist with liquor orders
- Perform daily inspections
- Maintain the Lounge inventory system, menu, and pricing.
- Assist in daily operation of The Ampersand Conference Center which includes:

- Assist in all tenant bookings and ensure event and conference booking setup requirements are met.
- Proactively coordinate room requirements for each booking, such as AV and furniture setup.
- Perform daily inspections
- Assist in daily operation of the &Rec amenity which includes:

- Assist in all tenant bookings and ensure amenity is respected, cleaned and secure
- Proactively assist with amenity AV and complete daily inspections.
- Adhere to and enforce building policies
- Ensure all appropriate clearances are in place for tenant and non-tenant vendors
- Draft and send out weekly Event Notice detailing the upcoming events throughout the property to internal and external stakeholders.
- Collaborate with operations and contractors to maintain facility condition and address issues promptly.
- Provide feedback to stakeholders for facility and event improvements.
- Collaborate with internal and external stakeholders to create and strengthen event marketing initiatives.
- Work in conjunction with Events Coordinator to develop promotions which will support the overall corporate strategy to facilitate tenant events and increase engagement from occupants and the community at large.
- Electronically, prepare, proofread, and communicate various company materials on behalf of Aspen.
- Follow up with clients on applicable event charges and assist in payment and collection.
- Maintain on-site electronic filing systems including updating spreadsheets for events and conference bookings.
- Collaborate with internal and external stakeholders to provide service excellence.
- Other duties as required.

Qualifications:

- Prior event planning, event administration or venue management experience is an asset
- University degree or college diploma an asset
- ProServe certification is required (Or willing to acquire if chosen)
- Demonstrated skills in time ma