Coordinator, Calgary Area (Contract)

Girl Guides of Canada•Edmonton, AB

22h•Hybrid

About The Position

The Coordinator, Calgary Area, plays a key role in supporting the delivery of exceptional experiences for volunteers and members. Working in close partnership with senior volunteers and staff, this role focuses on coordinating logistics for Area events and Council meetings, managing administrative tasks, and supporting day-to-day operations such as equipment rentals and space maintenance. This is a collaborative, hands-on role ideal for someone who is highly organized, people-oriented, and excited to contribute to a mission-driven environment.

Requirements

2-3 years of experience in administrative coordination, event support, or a related role.
Experience working in a collaborative environment with multiple stakeholders.
Proficiency in Microsoft 365 and online collaboration tools to support scheduling and communication activities.
Able to work regularly scheduled, in-person evening hours (1 evenings/week) and additional, occasional evenings and weekends in support of events or Council meetings.
Strong organizational skills – able to manage multiple tasks, set priorities, and meet deadlines with accuracy and attention to detail.
Problem-solving mindset – resourceful and solutions-oriented when handling unexpected changes or logistical challenges.
Team player – builds positive working relationships with staff and volunteers; communicates clearly and respectfully.
Initiative – takes ownership of responsibilities, anticipates needs, and follows through reliably.
Adaptability – comfortable adjusting to shifting plans and supporting a range of activities in a dynamic volunteer-led environment.
Service-oriented – committed to supporting others and contributing to the success of events, meetings, and team projects.

Nice To Haves

Must reside in Alberta
Valid driver’s license and access to a vehicle is an asset.

Responsibilities

Coordinate logistics for Calgary Area events, including venue booking, vendor coordination, registration support, and participant tracking.
Provide administrative support for Calgary Area-led events, including preparing materials and supplies.
Provide support to senior volunteers in the planning and execution of Area-level events, as directed.
Track event budgets, process invoices, and complete purchase card reconciliations in alignment with organizational procedures.
On-site attendance at events, as identified by the Calgary Area Commissioner, will be required to provide support and troubleshoot issues in real-time.
Act as the key point of contact to ensure smooth communication and follow-through on all event-related details.
Work closely with senior volunteers to plan and coordinate logistics for Area Council meetings.
Prepare and distribute meeting materials in advance and/or after the meeting.
Attend meetings to take minutes and track action items for follow-up, as needed.
Contribute to effective collaboration by supporting the sharing of information and tools with Council members.
Update and maintain the Council’s motion book to ensure decisions are well-documented and accessible.
Develop and maintain Calgary Area SharePoint sites and other collaboration tools to ensure content is easy to navigate, and information is accurate and up to date.
Coordinate pick-up and drop-off of event equipment and be available on-site for other rental items at the Calgary Guide Centre. Expected to be one day per week into the evening to accommodate volunteer schedules.
Maintain the Area Maker Space by monitoring supplies and preparing the space for use.
Oversee routine building maintenance, including coordinating service appointments and being onsite to provide access and confirm completion of work.
Work with volunteers to establish and maintain service contracts for Calgary Guide Centre and other properties as requested.
Build strong, respectful working relationships with staff and volunteers at all levels.
Communicate regularly and clearly to support volunteers in achieving goals, timelines, and responsibilities.
Contribute to a positive, solutions-focused team environment by anticipating needs and offering proactive support.
Adhere to and promote all relevant policies, procedures, and practices.
Provide general, ongoing support to members/volunteers, responding to/directing inquiries and consulting with the appropriate groups and individuals to support the mission and vision of GGC.
Other duties as assigned.