Description
Full job description
The Opportunity
Medalta is seeking an organized and highly professional Events & Sales Coordinator to oversee facility rentals and support the planning and delivery of key organizational events.
Working closely with the Executive Director and other staff, the Coordinator is responsible for managing external rentals from initial inquiry through event completion while ensuring a high level of client service and operational excellence. The role also supports the delivery of select fundraising and community events that contribute to Medalta's visibility, community engagement, and financial sustainability.
This is a contract position with hours that fluctuate based on rental activity, event schedules, and operational requirements.
Major Duties and Responsibilities
Facility Rentals
- Serve as the primary point of contact for all facility rental inquiries, building and maintaining strong client relationships from initial inquiry through post-event follow-up.
- Actively promote and sell Medalta's event spaces for weddings, corporate functions, conferences, performances, community events, and other special events.
- Develop and maintain community and corporate partnerships and identify opportunities for event partnerships and sponsorships to increase facility utilization and support programming.
- Represent Medalta at community events, bridal expos, trade shows, and other promotional opportunities to increase awareness and generate bookings.
- Collaborate with the Marketing team to develop and maintain promotional materials.
- Oversee the planning, coordination, and execution of all booked events, including venue logistics, vendor access, client communications, and overall event delivery.
- Prepare and manage event contracts, documentation, and final billing, ensuring accurate and timely administration throughout the event lifecycle.
- Liaise with internal departments, vendors, and service providers to ensure seamless event planning and execution.
- Supervise event staff and provide onsite event management to ensure a high-quality client and guest experience.
- Conduct post-event reviews to evaluate event success, identify opportunities for continuous improvement, and support ongoing client satisfaction.
- Manage event-related inventory, including liquor and stock, ensuring appropriate controls and compliance with applicable policies and regulations.
Internal Events & Fundraising Support
- Coordinate the planning, logistics, and operational execution of select Medalta-produced events, fundraising initiatives, and partnership-driven programs.
- Support the delivery of signature events such as Dinner in the Kiln, seasonal markets, exhibition openings, and community events.
- Coordinate event staffing, vendor management, and onsite operations to ensure successful event delivery.
- Work collaboratively with staff, volunteers, partners, and vendors to create a positive participant and visitor experience.
Event Administration
- Maintain accurate event records, contracts, schedules, reports, and related documentation.
- Track facility rental activity and contribute to revenue forecasting and performance monitoring.
- Build and maintain positive relationships with clients, vendors, community organizations, and event partners.
- Ensure all events comply with organizational policies, safety requirements, licensing requirements, and contractual obligations.
- Perform other related duties as assigned.
Education & Experience
- Experience in event coordination, hospitality, tourism, venue management, customer service, or a related field.
- Demonstrated experience managing multiple projects and deadlines.
- Experience working with weddings, conferences, community events, or special events is considered an asset.
- Experience in sales, business development, or client relationship management is considered an asset.
- An equivalent combination of education and experience will be considered.
Knowledge, Skills, and Abilities
- Strong organizational and project management skills
- Excellent interpersonal and communication abilities
- Ability to manage multiple priorities in a dynamic environment
- Demonstrated ability to work collaboratively and effectively within a team environment
- Strong problem solving skills and attention to detail
- Proficiency with standard office software and scheduling systems
- Ability to work flexible hours including evenings and weekends when events require
Hours of Work and Compensation
- 24-32 hours a week, dependent on event schedule.
- Compensation: $24
- Flexible scheduling may be considered based on operational needs
How to Apply
If this opportunity speaks to you, we encourage you to apply even if your experience does not match every qualification listed. We believe strong organizations are built by people with varied backgrounds, perspectives, and strengths.
Please submit your cover letter and resume to admin@medalta.org by July 19, 2026. Note “Events & Sales Coordinator” in the subject line. Applications will be reviewed on a rolling basis, and interviews may begin prior to the closing date.
Medalta is committed to equity, diversity, and inclusion in its hiring practices and workplace culture. We welcome applications from individuals of all backgrounds, including Indigenous peoples, racialized persons, persons with disabilities, women, and members of the 2SLGBTQ+ community. Accommodations are available throughout the hiring process upon request.
Medalta thanks all applicants for their interest. Please note only those selected for an interview will be contacted.
The above statements are intended to describe the general nature and level of work being performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all responsibilities and activities required of the position.
Medalta is an equal opportunity employer and employs personnel without regard to race, ancestry, place of origin, colour, ethnic origin, language, creed, religion, gender, gender expression, sexual orientation, marital status, visible or invisible disability, or financial ability. While remaining alert and sensitive to the issue of fair and equitable treatment for all, Friends of Medalta Society recognizes that, at this time not all positions within the organization are suitable for persons with severe mobility issues.
Medicine Hat is located along the South Saskatchewan River in southeast Alberta. It is approximately 169 km (105 mi) east of Lethbridge and 295 km (183 mi) southeast of Calgary. This city and the adjacent Town of Redcliff to the northwest are within Cypress County. Medicine Hat had a population 65,441 in 2019.
Job Types: Permanent, Full-time
Pay: From $24.00 per hour
Benefits:
- Casual dress
- Company events
- Dental care
- Extended health care
- Flexible schedule
- Life insurance
- On-site parking
- Paid time off
- Store discount
- Vision care
Application question(s):
- Are you available to work from Tuesday through Saturday every week?
Experience:
- event planning, customer service, customer relations: 3 years (required)
- Management: 3 years (preferred)
Work Location: In person