Event Assistant; Term

The Students’ Union (SU) is one of Canada’s leading undergraduate student associations. We’re a not-for-profit that supports University of Calgary undergraduates through advocacy, representation, and practical on-campus services. We also operate several businesses in the Mac Ewan Student Centre, including a restaurant and bar, two concert venues, a convenience store, a used bookstore and print shop, and the Mac Ewan Conference & Event Centre.

At the SU, student leadership is the work. Our staff coach, mentor, and work closely with elected student leaders, helping them build skills, exercise good judgment, and run a complex organization. That hands-on approach keeps us agile and able to respond quickly as student needs and priorities shift. We offer competitive, market-based salaries, with benefits that go further than most employers:

• Three weeks paid vacation (pro-rated for contract duration)
• Two weeks winter break (December)
• A values-driven culture that supports balance, respect, and diverse experiences

People stay at the SU because they feel trusted, supported, and challenged in the right ways. Turnover is low, tenure is long, and the work has real impact. If you want meaningful work without giving up your life outside of work, the SU is a strong place to build your career.

Employment Type: Full-Time Term (35 hours per week, Monday to Friday)
Term: October 2026 to November 29, 2027
Location: Mac Ewan Conference & Event Centre

This is a temporary full-time position to cover an approved maternity and parental leave. Employment will conclude at the end of the term.

The Event Assistant is a key operational support role within the Mac Ewan Conference & Event Centre. You’ll be the first point of contact for many clients and campus partners, while also supporting food and beverage operations behind the scenes.

This role sits at the intersection of administration, sales support, and event coordination. You’ll manage details, respond to inquiries, track bookings, and help move events from idea to execution.

If you like structured work but also enjoy fast-paced days with shifting priorities, this role will suit you.

For this position, the hiring range is $41,000 to $45,000, and the offered salary will be pro-rated for the contract duration and negotiated based on a candidate’s relative experience. As a not-for-profit organization, it is extremely unlikely that we will be able to offer a successful candidate a salary outside of this range.

• Coordinate small and internal event bookings from inquiry through billing
• Prepare contracts, proposals, and booking documentation
• Enter and update event details including room setups and catering requirements
• Support outreach efforts and respond to prospective client inquiries
• Track payments and assist with accurate costing and invoicing
• Step into parts of the sales cycle when needed
• Manage bookings for the Table Vendor Program
• Conduct site visits and answer client questions
• Oversee invoicing, payment tracking, and day-to-day vendor support

Operations & Administration

• Serve as the front desk contact for clients and visitors
• Liaise with kitchen, catering, Den, clubs, and other campus partners
• Prepare signage and event materials
• Maintain booking systems and online information
• Keep office systems organized, including supplies, records, and general administration

• At least two years of experience in administration, hospitality, or event coordination
• Strong customer service and communication skills
• Comfort working with multiple stakeholders
• Strong organization and time management
• Ability to work independently without constant direction
• Hospitality or university experience is an asset
• Experience with event management…