Event Planner/Executive Assistant
Guest-tek - Calgary, AB

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Position: Event Planner/Executive Assistant

Department: Marketing
Location: Calgary, Alberta
Position Type: Full-time, Permanent
Reports to: Marketing Manager

The person in this hybrid role is responsible for maintaining the essential duties of an Executive Assistant, as well as spearheading Event Planning efforts with a limited amount of supervision.

Key Responsibilities:

Event Planning Duties include (but are not limited to):

  • Organizing special events including scheduling and liaising with external service providers to co-ordinate facilities, equipment, and set-up.
  • Negotiating space contracts and booking event space, arranging food and beverage, ordering of supplies and any necessary equipment, making travel arrangements, ordering signage, and ensuring appropriate décor.
  • Gathering information on each event to achieve quality event productions.
  • Proposing new ideas to improve the event planning and implementation process.
  • Serving as a liaison and point of contact with vendors on event-related matters.
  • Assisting with managing on-site production and clean-up for events as necessary.
  • Preparation of nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.
  • Closing out of all events as required.

Executive Assistant Duties include (but are not limited to):

  • Responding to internal and external inquiries on behalf of the Executive team as required.
  • Screening and routing of incoming materials according to content of communications.
  • Making appointments for the Executives as required
  • Referring persons to other staff members as necessary.
  • Arrangement and coordination of all travel requests for the Executives, ensuring all travel documentation is current.
  • Preparation of expense reports.
  • Writing, editing or coordinating the preparation of any correspondence, reports, or other printed materials; researching content items for correctness of presentation and applicability.
  • Maintaining a variety of confidential records and files.
  • Gathering and preparation of material for use in presentations.
  • Administering of assigned special, recurring, or regular projects; completing reports as needed.
  • Ability to respond to ad-hoc requests from the Executive team in a timely manner.


  • Bachelor’s degree or certification in Event Planning/Coordination preferred.
  • At least 3 years’ experience with office administrative management.
  • At least 1 year experience coordinating special events.
  • 1 - 2 years’ experience in an Executive Assistant role.
  • Must be able to work overtime, evenings, and weekends as needed.
  • Some international travel is required (approximately 20 - 30%).
  • Excellent communication skills, including writing, proof reading, and speaking.
  • Ability to manage multiple projects simultaneously and work assignments from a variety of staff.
  • Excellent interpersonal skills both in person and by phone, with high professionalism.
  • Proficient using the latest versions of Microsoft Word, Excel, PowerPoint, Access, and mail merges, email and web searches.

Personal Attributes:

  • Ability to accomplish projects with little supervision.
  • Ability to maintain a high level of efficiency in varying conditions.
  • Fantastic customer service ethic and high expectations for quality.
  • A proven ability to maintain the highest level of confidentiality.
  • Possess excellent personal presentation skills.
  • Strong organizational skills.
  • Flexibility, patience, and an ability to deal diplomatically with any situation.
  • Highly developed interpersonal communication skills.
  • Ability to interact with both internal and external customers in a friendly and professional manner.

About this company
Guest-Tek Interactive Entertainment Ltd. (Guest-Tek) is a Canada-based company. The Company is a provider of Internet protocol (IP) network...