About the Calgary Stampede
The Calgary Stampede celebrates the people, the animals, the land, the traditions and the values that make up the unique spirit of the west. The Calgary Stampede contributes to the quality of life in Calgary and southern Alberta through our world-renowned Stampede, year-round facilities, western events and several youth and agriculture programs. Exemplifying the theme We’re Greatest Together, we are a volunteer-supported, not-for-profit community organization that preserves and celebrates our western heritage, cultures and community spirit. All revenue is reinvested into Calgary Stampede programs and facilities.
Reporting to the Indigenous Programming Manager, the Administrative Assistant, Indigenous Programming (internally referred to as Admin Assistant I) performs a variety of administrative and clerical tasks, including supporting Elbow River Camp and First Nations Events committee events, programming and operations.
This position will also provide administrative support to year-round Indigenous events and programming. Working collaboratively with Tipi owners, volunteers, and colleagues, the Administrative Assistant will be responsible for facilitating and organizing logistics for Indigenous events, programming and experiences that reflect the Calgary Stampede’s historic partnership with Treaty 7 First Nations peoples, while maintaining Calgary Stampede’s brand and reputation.
Roles And Responsibilities
Responsibilities of the role include, but are not limited to:
- Liaise with First Nations Events Committee to assist with event coordination
- Assist in coordinating logistical setup and operational requirements at Elbow River Camp and Indigenous Youth Program
- Prepare for meetings with committees, volunteers and staff including the managing meeting invites /schedules, creation of agenda and meeting packages, management of catering requirements and assist with room set up
- Prepare, format and organize employee/committee documents, reports and presentations
- Ensure tracking and follow up of requests are maintained and all deadlines are met
- Facilitate smooth communication between committee members, Tipi owners and all levels of employees
- Support special projects and program initiatives as assigned
- Ensure a positive image of the Calgary Stampede by maintaining effective relationship while providing timely information of program schedules, resources and communications
- Perform data entry, list management, and budget tracking for a variety of projects
- Perform varied administrative duties and clerical functions in connection with Indigenous Programming
- Maintain a high level of confidentiality
- Ensure compliance with policies, procedures and guidelines
Qualifications and Education Requirements
- Related post-secondary degree or diploma in business, communications or event management is considered an asset
- Minimum 2-3 years’ experience as an administrative assistant or project coordinator
- Requires comprehensive knowledge of office practices, including operation of various standard office equipment
- Excellent organizational skills with an ability to think proactively and prioritize work
- Experience working in a team-oriented, collaborative environment
- Self-starter with a focus on attention to detail
- Excellent problem solving and conflict resolution skills are essential
- Concise and accurate business writing skills, accounting and advanced computer skills
- Thorough understanding of Microsoft Office Suite is required
- Strong oral and written communication skills via phone, email and in-person
- Ability to analyze and merge information into clear and concise reports
- Proactive and optimistic with the ability to deliver on multiple priorities while maintaining strict deadlines
- Ability to build and maintain effective relationships with stakeholders and audiences from diverse backgrounds
The Calgary Stampede offers a unique and exciting work environment, an excellent total compensation package and the opportunity for advancement and employee training.