Festival + Executive Coordinator
About The Position
The Gathering is a 13-year-old festival that brings 2,500 brand leaders to Banff every October. CULT Collective is the client services agency that sits alongside it. Together we run a multi-stream operation across festival tickets, partnerships, executive retreats, event production, agency services, and CULT Studios. This role is for a curious, organized coordinator who's excited to support two senior leaders and be a part of the team putting together North America’s top business and brand festival. The role involves working closely with the President and CRO to keep their calendars, inboxes, and travel running smoothly, and leading the volunteer program from recruitment through closeout, with full support from the operations and production teams. This role is for someone who loves the details, takes pride in keeping things organized, and is ready to learn alongside an experienced team. If you notice when something could run better and want to be part of improving it, you'll fit right in.
Requirements
- 4+ years supporting senior leaders, or related coordination experience (event, hospitality, agency, or operations).
- Familiarity with Notion, Slack, and Google Workspace.
- Comfort with HubSpot or a similar CRM.
- Calgary-based.
- Ability to be in-office 4 days a week.
- Ability to work hard during festival season (August through October) with a steadier pace the rest of the year.
- Willingness to handle sensitive information with discretion and trust.
Nice To Haves
- Event, festival, podcast, or hospitality background.
- Experience with volunteer programs or community coordination.
Responsibilities
- Manage calendars across multiple time zones for the President & Chief Revenue Officer.
- Triage inboxes, prioritizing and surfacing important communications.
- Prepare pre-meeting briefings and conduct post-meeting follow-ups with clear owners and dates.
- Coordinate travel arrangements including flights, hotels, ground transportation, itineraries, and restaurant bookings.
- Process expense reports on a weekly cadence.
- Draft emails, partner outreach, and team updates in the company's voice.
- Maintain a shared stakeholder file, including contacts, history, last touch points, and open follow-ups.
- Serve as the first point of contact for partners, speakers, and VIPs, responding promptly to inbound requests.
- Coordinate across the team to ensure leaders are not bottlenecks in relationship management.
- Close communication loops to prevent issues from escalating.
- Act as a central hub for cross-functional context, assisting team members in finding necessary information.
- Support Operations and Production with cross-functional deadlines and workback schedules for the festival.
- Manage guest scheduling and communication for the podcast.
- Lead the volunteer program, including recruitment, screening, onboarding, communication, scheduling, and day-of deployment for the Banff festival.
- Book and coordinate travel and accommodations for speakers and other festival/retreat guests.
- Utilize AI tools like Claude for drafting, summarizing, briefing, and research.
- Maintain and organize Notion workspaces.
- Build and maintain the volunteer handbook, role-specific SOP cards, and training materials.
- Identify manual processes and suggest improvements.
- Help maintain shared prompt libraries and context documents.
Benefits
- Competitive base salary based on experience.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
