Event Planning Assistant Jobs in Alberta (NOW HIRING)

Who are we?

The Ballad team is comprised of business professionals, strengthening the communities in which we live and work. Our diverse team brings a wealth of knowledge, experience, and creativity to each project we undertake. We provide services related to training, business planning, government relations, Indigenous engagement, and community development. Ballad ensures that the work we undertake has meaningful impact, ALWAYS.

Today, Ballad employs more than80 team members across 13 offices throughout Alberta. We operate innovative simulated worksites that include construction, hospitality, warehouse, retail, and industrial training environments, helping thousands of Albertans develop the skills and confidence needed to succeed in the workforce.

About the Role

The Community & Events Coordinator supports Ballad's events, community presence, and stakeholder relationships across Alberta.

As part of the Marketing team, this role plans and delivers events, supports regional teams with local event execution, and helps create meaningful opportunities for Ballad to connect with alumni, community partners, and other stakeholders.

Working closely with Marketing, program teams, and leaders across Ballad, the Coordinator ensures events are well organized, aligned with Ballad's brand, and designed to achieve clear outcomes. The role also develops practical tools and processes to support consistent, engaging events across Ballad locations.

This role requires an organized, creative, and relationship-focused individual who is comfortable managing event logistics from planning through follow-up and representing Ballad in the community.

Key Responsibilities

• Plan & Deliver Events: Coordinate Ballad events including open houses, employer and networking events, community gatherings, conferences, staff events, and stakeholder activities.
• Manage Event Logistics: Develop event plans, timelines, budgets, registration processes, and run-of-show documents, while coordinating venues, catering, audiovisual needs, signage, accessibility, transportation, vendors, speakers, and other event partners.
• Provide Regional Support: Help teams across Ballad plan and deliver consistent, engaging events in their local communities.
• Support On-Site Execution: Assist with setup, registration, guest welcoming, troubleshooting, and cleanup where possible.
• Help Build Community Connections: Support employer- and community-facing events, outreach, sponsorships, presentations, and relationship-building activities.
• Support Alumni Engagement: Create opportunities for alumni to stay connected through events, networking, mentorship, volunteer opportunities, professional development, surveys, and other initiatives.
• Coordinate Event Communications: Work with Marketing to promote events and prepare invitations, registration content, signage, presentations, guest communications, and follow-up materials.
• Capture Event Content: Coordinate photography, video, testimonials, and other content for marketing, reporting, proposals, and impact storytelling.
• Track & Improve Results: Maintain event calendars, templates, records, and tracking tools; monitor attendance, participation, satisfaction, and follow-up outcomes; and gather feedback to improve future events.
• Support Stakeholder Follow-Up: Maintain organized records and coordinate timely follow-up with employers, partners, speakers, sponsors, alumni, and other stakeholders.

Who You Are

• Highly Organized: You can manage multiple events, deadlines, details, and priorities without losing sight of the guest experience.
• Relationship-Focused: You enjoy connecting with people and building strong relationships with colleagues, employers, partners, alumni, vendors, and community members.
• Proactive: You take ownership, anticipate needs, solve problems, and are comfortable working independently.
• Collaborative: You work well with teams across different programs, locations, and functions.
• Calm & Resourceful: You can adapt when plans change and confidently troubleshoot challenges as they arise.
• Creative: You look for practical ways to create engaging, memorable experiences within a range of budgets.
• Professional: You communicate clearly and represent Ballad with warmth, sound judgment, and professionalism.
• Inclusive: You are committed to accessibility and creating welcoming experiences for diverse audiences.

Qualifications

• Three to four years of relevant experience in event planning, community engagement, stakeholder relations, marketing, communications, or a related role.
• A post-secondary diploma or degree in marketing, communications, public relations, event management, business, community development, hospitality, or a related field is preferred.
• Experience planning and delivering events from concept through completion.
• Experience working with employers, community organizations, vendors, service providers, or other external stakeholders.
• Strong project coordination and written and verbal communication skills.
• Proficiency with Microsoft Office and digital collaboration tools.
• Experience with event registration platforms, CRM systems, email marketing platforms, project management tools, or design tools is considered an asset.
• Knowledge of Alberta's employment services, workforce development, business, or community landscape is considered an asset.
• A valid driver's licence and access to reliable transportation are required.
• Ability to travel within Alberta and occasionally work evenings or weekends to support events.