Administrative Assistant, Business Services - Casual Part-Time

About the Calgary Stampede!

The Calgary Stampede is a not-for-profit community organization that preserves and promotes our western heritage, cultures, and community spirit with a vision to create a world-class, year-round gathering place for the community. Exemplifying the theme, We’re Greatest Together, the Stampede is one of the most respected volunteer-based organizations in the world governed by a Board of Directors with over 2,500 passionate volunteers and 1,200 year-round employees.

As an organization that exists for the benefit of the community, inclusion and equity are woven into our core values of western hospitality, pride of place, integrity, and commitment to the community. The world-class, year-round gathering place we have built for the community also welcomes visitors from around the world and those who are new to the local community. We know that blending diverse cultures with our long-standing traditions makes community spirit thrive.

Position Summary

The Calgary Stampede's Business Services- IT team is seeking a dedicated Administrative Assistant to provide comprehensive support and ensure efficient operations. This is an exciting opportunity to be an integral part of a vital team that supports the diverse functions of the Calgary Stampede, contributing to both our daily operations and our iconic annual event.

The Business Services Administrative Assistant is a casual-part-time position that will require the successful candidate to work flexible hours throughout the week. Scheduled hours may be 0 – 40 hours per week with no guarantee of hours based on the operational needs of the team.

Closing Date: Thursday June 12, 2025

Key Responsibilities

As the Administrative Assistant for the Business Services team, your responsibilities will include, but are not limited to:

Exceptional Customer Service: Deliver outstanding service by greeting, responding to, and providing clear direction for all interactions with staff, volunteers, exhibitors, and guests, both in person and remotely.

Administrative Coordination: Manage and track internal requests, oversee internal orders and distribution, and handle document preparation across various platforms.

Meeting & Event Support: Book and assist with meeting planning, and play a key role in organizing team events.

Financial Administration: Assist with accounting reconciliation, prepare and reconcile expense reports, and support invoice preparation and distribution.

Information Management: Build and distribute information packages for various teams, and maintain organized file management systems.

Office Operations: Welcome office visitors and send out requests for office changes to internal teams.

Supply Management: Order and manage department supplies, ensuring adequate stock levels.

Project & Stakeholder Liaison: Manage multiple projects simultaneously and liaise effectively with various internal and external teams.

Data Management: Perform accurate and timely data entry.

General Support: Provide administrative and operational tasks as needed to support the Business Services team.

Qualifications

The ideal candidate will be a highly organized, detail-oriented, and adaptable individual who thrives in a fast-paced environment. You will possess:

Proven experience in an administrative support role, preferably within a dynamic office setting.

Exceptional customer service skills with a friendly and professional demeanor.

Strong organizational and time management skills with the ability to prioritize and manage multiple tasks and projects effectively.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software for document preparation and data entry.

Experience with basic accounting reconciliation and expense report preparation.

Excellent written and verbal communication skills, with a keen eye for detail.

Ability to work independently with minimal supervision and as part of a collaborative team.

A proactive and positive attitude with a strong commitment to delivering high-quality work.

Experience with event planning or coordination is an asset.

Familiarity with the Calgary Stampede and its operations is a bonus.

Benefits

The Calgary Stampede offers a unique and exciting work environment.

To Apply

To apply, please submit your resume.

All applicants are thanked in advance and advised that only those selected for interviews will be contacted.