Administrative Coordinator
ABOUT THE ROLE
We are seeking a detail-oriented Administrative Coordinator to take true operational ownership of our administrative workflows, systems, and logistical support functions.
This is currently a contract position, but for the right candidate who demonstrates strong initiative and systems ownership, there is a direct opportunity for this to grow into a permanent, hired-on role. Your primary goal is to keep our operations, client documentation, and scheduling systems organized, accurate, and seamless so our sales, event, and management teams can focus on client service and business growth.
Position Type: Contract position to start (15–20 hours/week), with potential for increased hours and a transition into a permanent employee role as the business grows.
Location: Remote/Hybrid
WEEKLY TASKS & PRIMARY RESPONSIBILITIES
Depending on business priorities, your weekly tasks could include the following:
- Client & Inquiry Administration: Managing initial inquiry intakes, lead routing, contract generation, invoicing, and payment tracking.
- System Maintenance: Handling complete data entry, updates, and organization within Event Temple.
- Staffing & Logistics: Administering staff scheduling systems and coordinating operational event logistics.
- File & Workflow Organization: Maintaining shared operational drives, document organization, and proactive task tracking.
- Reporting & Reconciliation: Completing venue administrative reporting and account reconciliation on schedule.
- Marketing Support: Executing marketing implementation, content scheduling, and campaign assets.
- Operational Onboarding: Setting up administrative frameworks for new venue onboardings and special initiatives.
TECHNICAL SKILLS AND DESIGN
- Possess a sound working knowledge of Excel, Word; it would be a bonus to know Adobe Creative Suite (Illustrator, InDesign, Photoshop).
- Comfortable with event planning software and the ability to quickly learn new software, in particular Event Temple.
- Able to troubleshoot technical issues quickly and effectively
- Have a detailed eye for design and esthetics of the venue for an event
TEAM SUPPORT & BOUNDARIES
- You Will Support: Venue & Event Coordinators, Sales Coordinators, and the Event Operations Manager.
REQUIRED SYSTEMS & TOOL PROFICIENCY
- Event Temple (or similar event management CRMs)
- Shared operational drives (Google Workspace / Microsoft 365)
- Invoicing and payment tracking systems
- Staffing and scheduling management tools
- Social media and marketing content scheduling software
KEY SUCCESS METRICS
- Inquiries receive fast, professional routing and responses.
- Contracts, invoices, and Event Temple data are 100% accurate and up to date.
- Staffing logistics and scheduling run smoothly without last-minute friction.
- Operational files remain searchable, structured, and organized.
- Leadership spends significantly less time on administrative execution.
SOUND LIKE YOUR IDEAL ROLE? LET’S TALK!
We're looking for someone who gets the rhythm of the event industry and gets excited about operational efficiency. You're quick to master new platforms, you leverage AI tools to multiply your output, and you’re always thinking, "How can we make this process better?"
If you love bringing structure to chaos, working digitally from home, and supporting a passionate event venue team, we want to hear from you. Send your resume and a brief note introducing yourself to [email protected].
Please apply by September 30th 2026; however, the posting will remain active until a successful applicant is found.
Pay: $25.00-$30.00 per hour
Benefits:
- Flexible schedule
- Work from home
Education:
- Secondary School (preferred)
Experience:
- Administrative experience: 1 year (preferred)
Work Location: Hybrid remote in Calgary, AB T2G 3G2
