Special Events Assistant
Special Events Assistant
Posted on :
05-07-2025
Employer Active
1 Vacancy
Job Alert
You will be updated with latest job alerts via emailValid email field required
Send jobs
Share
Send me jobs like this
Job Alert
You will be updated with latest job alerts via emailValid email field required
Send jobs
Job Description
Special Events Assistant
Department:Programming and Experience
Position Type:Full-Time Permanent
Expected Start Date:mid-August 2025
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 Canadas 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 regions past.
Job Overview:
Reporting to the Special Events Manager the Special Events Assistant is tasked with supporting annual events and public programming with a focus on creating and managing related volunteer schedule 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 as needed
- Monitor and answer emails in the department inbox
- Assist with administrative duties such as MOP creation meeting scheduling marketing request and signage orders
- Perform other duties as required
Organizational Excellence and Wellbeing
- Contribute to inspiring and immersive experiences at the Park by engaging in Heritage Park initiatives that align with our mission and vision ensuring authenticity in our historical setting and stories.
- Actively support a positive work environment by creating an atmosphere of inclusion engagement belonging and fulfillment for employees and volunteers in line with Heritage Park values.
- Recognize all contributors to our community as integral to our success fostering a sense of community and collaboration.
- Demonstrate responsible stewardship of our people collections and financial assets by driving growth with innovation transparency and financial sustainability while embracing our historical assets and recognizing all contributors.
- Demonstrate commitment to workplace health and safety by complying with Heritage Parks Health Safety and Environment Management System (HSEMS) following safe work practices reporting work-related incidents injuries and hazards participating in employer training and adhering to policies including the Code of Conduct and the Workplace Violence and Harassment policy.
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
- Computer efficiency is essential including proficiency with MS Office Suite of applications is required
- 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
- All successful candidates (over the age of 18) will be required to go through Police Information Check as a condition of employment.
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 stand for long periods of time and walk throughout the Park for extended periods during set-up delivery and take-down for special events.
Hours of Work:
- The standard hours for this position are 35 hours per week;
- Flexibility is required as the schedule will vary throughout the year depending on the work required and event schedule.
- This position is required to work all Events which will include some evenings for preparation and set-up.
Please visit our careers page to see more job opportunities.
Employment Type
Full-Time
Key Skills
Report This Job
Disclaimer: Drjobpro.com is only a platform that connects job seekers and employers. Applicants are advised to conduct their own independent research into the credentials of the prospective employer.We always make certain that our clients do not endorse any request for money payments, thus we advise against sharing any personal or bank-related information with any third party. If you suspect fraud or malpractice, please contact us via contact us page.
