Special Events Assistant
Calgary, AB
Job Title: Special Events Assistant
Department: Food, Beverage and Event Strategy - Special Events
Position Type: Permanent, FT
Hours: 35 hours per week
Application Deadline: May 22, 2026
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 Canada's 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 region's past.
Job Overview:
Under the direction of the Event Operations Manager and supporting the Special Events Coordinator, the Special Events Assistant assists with the planning, coordination, and delivery of public events, including ticketed, signature, and branded events. This role supports the successful execution of Heritage Park’s events by assisting with logistics, volunteer coordination, event administration, and on-site operations while working collaboratively with Event Committees, volunteers, and Heritage Park staff.
Responsibilities:
Strategy & Experience Design
- Lead annual planning and development of public event concepts that drive attendance, revenue, and brand positioning, with accountability for financial and mission-based outcomes
- Align event objectives with target audiences, cultural storytelling, and Heritage Park’s strategic goals
- Enhance guest participation through interactive, educational, and entertainment-rich programming
- Support sponsorship and donor recognition through on-site activations and benefits fulfillment
- Perform other duties as required
Event Planning & Coordination
- Support the Special Events Coordinator with the planning and execution of ticketed, signature, and branded events
- Assist with coordinating event logistics, timelines, supplies, staffing needs, and operational requirements
- Support the implementation of licensed event programming and assist in coordinating required resources including vendors, technology, and event materials
- Assist with event research, idea development, and creative activations that enhance guest experiences
- Work collaboratively with Event Committees and Park staff to support event planning and delivery
- Liaise with Catered Events regarding venue requirements and in-house meal coordination as directed
- Assist with gathering post-event feedback and supporting event evaluations and reporting
Volunteer Coordination & Support
- Work collaboratively with Volunteer Engagement and the Special Events Coordinator to communicate volunteer requirements for assigned events
- Assist with volunteer scheduling and coordination as required
- Support volunteer check-in, orientation, and on-site assistance during events
- Help ensure volunteers have a positive, organized, and welcoming experience
Event Operations & Logistics
- Assist with the preparation and distribution of Master Operations Plans (MOPs) and event logistics documentation
- Support internal and cross-departmental events through logistical and operational coordination
- Assist with event set-up, execution, troubleshooting, and tear-down activities
- Support operational timelines and communication between departments during event delivery
- Assist with inventory, equipment organization, signage placement, and event materials as required
Administrative & Team Support
- Develop and implement event-specific safety plans and emergency protocols that align with Heritage Park’s Health, Safety and Environment Management System (HSEMS) and established corporate safety procedures
- Maintain accessibility standards and regulatory compliance during all public events
- Promote proactive risk management and staff training, ensuring event teams understand and apply established HSE protocols, and collaborating with the HSE Manager to address event-specific risks
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 settings 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 Park's 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.
- Volunteers are a vital part of Heritage Park’s success. Employees are expected to collaborate respectfully with volunteers and contribute to an environment where volunteers feel heard, safe, welcomed, and supported, recognizing the important role they play in delivering exceptional experiences for our community.
Required Qualifications:
- Enrolment in or completion of post-secondary education in Event Management, Volunteer Management, Project Management, or another related field
- Minimum 1 year of experience in volunteer coordination and support is required
- Prior experience with an online volunteer management system, as well as scheduling or supervising volunteers, is an asset
- Valid Class 5 Driver’s Licence is required
- Prior experience in a not-for-profit organization or a museum environment is preferred
- Computer efficiency is essential including proficiency with MS Office Suite of applications is required
- Exceptional organizational skills and attention to detail are essential
- Strong time management skills and ability to prioritize tasks
- Proficient verbal and written communication skills for effective engagement with clients, team members, vendors, and other stakeholders
- Demonstrated strong interpersonal and communication skills in a client-faced setting
- Ability to work independently and in a team environment
- All successful candidates (over the age of 18) will be required to complete a Police Information Check as a condition of employment. A criminal record will not automatically disqualify an applicant; any information disclosed will be assessed confidentially on a case-by-case basis in accordance with Alberta human rights legislation, considering relevance to the role and our commitment to equitable and inclusive hiring practices.
Special Working Conditions:
- Business attire is required when working in the office, ensuring a professional and presentable appearance.
- The position is required to wear a costume occasionally; appropriate costuming and safety equipment will be provided by Heritage Park; and
- Footwear, as designated by the Heritage Park Costume Department, will be provided by the employee.
Hours of Work:
- The standard hours for this position are 35 hours per week;
- The schedule will generally be five consecutive days per week (Monday to Friday)
- Flexibility to work evening and weekends will be required as well as overtime.
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