Job Description

About the Calgary Stampede

The Calgary Stampede is a not-for-profit community organization that preserves and promotes our western heritage, culture 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 Guest Experience Service Coordinator provides administrative, coordination, and readiness support across the Guest Experience Department throughout the year and during the Calgary Stampede.

The role is responsible for supporting the operational planning and execution of Guest Experience programs by coordinating workforce readiness activities, operational timelines, documentation, reporting, asset requests, training administration, and departmental processes.

This position serves as a key support resource for both year-round operations and Stampede activation and helps ensure that critical operational requirements are organized, tracked, and delivered effectively.

Note: The closing date for this opportunity is: October 30, 2026

Key Responsibilities

Department Coordination & Operational Support

• Support Guest Experience programs, projects, activations, and operational initiatives throughout the year.
• Coordinate and monitor department workplans, timelines, and readiness activities.
• Track operational deliverables and support completion of departmental priorities.
• Represent Guest Experience in meetings and operational planning discussions as required.
• Support communication and coordination between internal departments and operational stakeholders.
• Maintain operational calendars, planning schedules, and activation milestones.

Workforce Administration & Training Coordination

• Coordinate employee onboarding activities.
• Coordinate uniform fittings and distribution.
• Track training registrations and attendance.
• Administer e-learning assignments and completion tracking.
• Maintain workforce records and readiness documentation.
• Support attendance and workforce reporting.
• Coordinate employee communications related to training, onboarding, and readiness activities.

Stampede Readiness & Activation Support

• Coordinate workforce readiness activities leading into Stampede.
• Track recruitment, contracts, onboarding, accreditation, and training completion.
• Support activation planning and readiness reviews.
• Maintain readiness dashboards and activation timelines.
• Track operational deliverables and stakeholder deadlines.
• Support daily workforce reporting and readiness updates during Stampede.

Asset & Equipment Coordination

• Coordinate departmental asset requests.
• Support signage, technology, POS, radio, and operational equipment requests.
• Track inventory, equipment distribution, and operational supply requirements.
• Support readiness activities for operational locations and activations.
• Coordinate operational setup requirements as assigned.

Documentation & Information Management

• Maintain department procedures, operational manuals, and working documents.
• Support annual reviews and updates of operational procedures.
• Manage version control and document distribution.
• Maintain department contact lists, organizational charts, checklists, and operational resources.
• Support development of presentations, reports, communications, and meeting materials.

Reporting & Administrative Support

• Support payroll administration and attendance reporting.
• Compile operational and workforce reports.
• Track readiness metrics and departmental performance indicators.
• Support post-event reporting and lessons learned documentation.
• Coordinate meeting agendas, minutes, action items, and follow-up activities.
• Perform data entry and maintain operational records.

Qualifications

The ideal candidate is proactive, detail-oriented, highly organized, and able to manage multiple competing priorities in a dynamic operational environment.

Required Qualifications

• Minimum two years of experience in administrative, coordination, or operational support roles.
• Strong organizational and time management skills.
• Advanced proficiency in Microsoft Office Suite.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to manage confidential information appropriately.
• Ability to work independently and collaboratively within a team environment.
• Strong customer service orientation.

Preferred Qualifications

• Experience supporting event operations, hospitality, guest services, or workforce coordination.
• Experience working in a large-scale event or venue environment.
• Knowledge of project tracking and readiness management tools.
• Experience supporting workforce administration and training coordination.

Benefits

The Calgary Stampede offers a unique and exciting work environment and the opportunity for advancement and employee training.

To Apply

To apply, please submit your resume. All applicants are thanked in advance and only those selected for interviews will be contacted.