Event Specialist & Administrative Assistant
Closing Date of Opportunity: February 27, 2025
Name or Organization: Flash Co. Photo Booth
Contact Email: info@flashcobooth.ca
Website: http://www.flashcobooth.ca/
Post Content: Event Specialist & Administrative Assistant
(Part Time, Remote, Flexible, Independent Contractor Role)
About Us:
Flash Co. Photo Booth specializes in providing upscale photo and video activations for weddings, corporate parties, galas, and holiday events across Southern Alberta and the Rockies. We pride ourselves on delivering professional, high-quality experiences for individuals, planners, and organizations. With a team of 15-20 professionals, we cater to events across Calgary, Kananaskis, Canmore, Banff and Lake Louise. We are a home-based business based in Calgary but execute on-site services throughout Southern Alberta.
About the Role:
We are seeking a highly organized and detail-oriented Event Specialist & Administrative Assistant to join our team on a part-time basis. This is a flexible, remote, independent contractor role ideal for someone familiar with Alberta’s event industry. Your primary focus will be client care, event administration, and managing day-to-day operations that support our growing business & team. The majority of the role is administrative focusing on client care and operations with the possibility of assisting with on-site work occasionally.
We typically complete 200 events in an year. Our busiest season is June to mid-December. October through to mid-December is the most demanding administratively as we approach corporate holiday season.
Responsibilities
Client Communication
• Respond to general email inquiries, segmenting critical communications for owner review
• Educate potential clients on packages, pricing, and available services, answer general inquiries and questions
• Manage leads, bookings, event calendar, pre-event logistics and team organization ahead of events
• Manage pre-event details, including client questionnaires, event confirmations, and venue coordination
Event Administration
• Translate event details from CRM Software to Event Management tools ensuring accuracy in shifts and scheduling.
• Prepare and edit invoices, contracts, and follow-ups for outstanding payments.
• Deliver event media post-event after payment verification.
• Organize and manage event content, including selecting on-brand photos/video for social media, website and marketing materials.
• Coordinate event-day logistics ahead of the event
• Collaborate with clients and team members pre-event to ensure smooth execution
Systems Management
• Email management for the team
• Maintain electronic document organization using Dropbox, Google Docs, and spreadsheets
• Use photoshop and Canva to create simple designs for event activations
• Use Canva, Squarespace, and Instagram for basic social media management, marketing, and website updates as needed
Requirements
• Must reside in Calgary, an in person training period is mandatory until you are fully independent in the role
• Education: certificate or diploma in event management, hospitality, or a related field
• Minimum 1 year event experience in Alberta (e.g., weddings, rentals, banquets/catering, or in a hotel & hospitality role).
• Valid Driver’s License and own reliable transportation
• Familiarity with the event landscape in Calgary and Southern Alberta including - Kananaskis, Canmore, Banff and Lake Louise. Knowledge of venues in the area is a key asset.
• Program Proficiency with: Pixifi (or other event CRM like Tave, 17 Hats or similar), Connecteam (or team scheduling and communication software), Google Docs, Dropbox, Loom, Canva, Photoshop, Squarespace, and Instagram.
• Outstanding written and spoken English & impeccable communication skills
• Strong attention to detail, organization, time management, conscientious, a self-starter and independent problem-solver
• A customer service focused approach to work
• Direct sales experience or the ability to upsell services and match potential clients with the optimal solution for their event needs
• Work hours are flexible Monday through Sunday. As long as tasks are completed in a timely manner, work hours are flexible and should fit within your current commitments
Compensation (Hourly)
• Hourly Rate: $22-28 CAD (based on experience)
There is opportunity to take on more responsibility and/or hours as the role develops
• Schedule: Flexible, remote role with a commitment of 20 hours/week. Work can be completed anytime Monday through Sunday with flexibility based on your weekly schedule. As long as the work gets done and clients are responded to within time frames discussed, your working hours are flexible
How to Apply:
We would love to “meet” you virtually. Please film a 2 minute introduction video and submit it alongside your resume, cover letter, and a brief description of your relevant event industry experience to info@flashcobooth.ca
Applications will be reviewed on a rolling basis until the position is filled.