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 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:

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

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.