event planning assistant jobs in Calgary, AB

About CEGA

The Canadian Energy Geoscience Association (CEGA) is one of Canada's leading technical societies supporting energy geoscience professionals through conferences, technical education, networking, publications, and member engagement.

We are a collaborative, small team that delivers high-quality programs for a passionate volunteer community. If you enjoy organizing events, working with volunteers, and seeing projects come to life from concept to execution, we'd love to hear from you.

The Opportunity

Reporting directly to the Managing Director, the Events Coordinator plays an important role in planning and delivering CEGA's annual calendar of networking events, technical luncheons, webinars, sporting events, and member programs.

Working closely with CEGA's volunteer committees, sponsors, vendors, and staff team, you'll coordinate all aspects of event planning—from registration and logistics to onsite execution and post-event follow-up.

What You'll Do

• Coordinate the planning and delivery of CEGA's networking events, technical luncheons, webinars, sporting events, and member programs.
• Work closely with volunteer committees to develop event timelines, logistics, agendas, and meeting materials.
• Schedule committee meetings and prepare agendas, minutes, and action items.
• Coordinate venues, catering, audio-visual services, speakers, photography, signage, and event materials.
• Build and manage event registration pages and maintain accurate attendee information.
• Assist with event budgets, tracking expenses, and preparing post-event reports.
• Support sponsorship fulfillment by ensuring sponsor benefits are delivered as promised.
• Manage onsite event logistics, registration, and vendor coordination.
• Work collaboratively with the Communications Specialist to promote events through CEGA's marketing channels.
• Support other organizational initiatives and projects as required.

What We're Looking For

You are someone who:

• Loves organizing and managing multiple projects simultaneously.
• Enjoys working with volunteers and building positive relationships.
• Is calm under pressure and adapts well when plans change.
• Has exceptional attention to detail.
• Communicates professionally both verbally and in writing.
• Is proactive and takes initiative.
• Enjoys working as part of a small, collaborative team.
• Is comfortable learning new software and technology.

Qualifications

• 1–3 years of event coordination or related experience.
• Post-secondary education in Event Management, Marketing, Communications, Business, or a related field (or an equivalent combination of education and experience).
• Experience working with volunteers or not-for-profit organizations is considered an asset.

Technical Skills

• Microsoft Office Suite
• Event registration software (experience with Membee is an asset)
• Zoom or similar virtual meeting platforms
• Email marketing platforms (Constant Contact or similar)
• Canva or Adobe Creative Suite is considered an asset
• Ability to lift up to 25 lbs for event setup

What We Offer

• Competitive salary
• Employer RRSP matching
• Extended health and dental benefits
• Paid vacation and personal time
• Professional development opportunities
• A collaborative and supportive work environment
• The opportunity to help deliver meaningful programs that support Canada's energy geoscience community

Job Type: Full-time

Pay: $48,500.00-$54,000.00 per year

Benefits:

• Dental care
• Extended health care
• Paid time off
• RRSP match
• Work from home

Flexible language requirement:

• French not required

Work Location: In person