Executive Assistant & Volunteer Lead

Description

du poste -->

About Us

The Gathering is a 13-year-old festival that brings 2, 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.

There is a lot moving at once. That is the job.

The Role

We're looking 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.

You'll work closely with our President and CRO to keep their calendars, inboxes, and travel running smoothly.

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.

What You'll Do

Executive Support

You'll be the operational right hand to the President & Chief Revenue Officer, keeping their day-to-day moving so they can focus on the work only they can do.

• Calendar management across multiple time zones
• Inbox triage: read, prioritize, and surface what needs them
• Pre-meeting briefings and post-meeting follow-ups with clear owners and dates
• Travel coordination for Mandy and Brad: flights, hotels, ground, itineraries, restaurants, anything that comes up
• Expense reporting on a weekly cadence
• Draft emails, partner outreach, and team updates in our voice
• Maintain a shared stakeholder file: contacts, history, last touch, open follow-ups
• Respond to inbound partner, speaker, and sponsor requests promptly when appropriate
• Coordinate across the team so leaders aren't bottlenecks on their own relationships
• Close loops before they turn into bigger issues
• Be a hub for context across functions, helping team members find what they need to move work forward

Festival: support Operations and Production on cross-functional deadlines and workback schedules

• Podcast: guest scheduling and communication
• Volunteer program: lead onboarding, communication, scheduling, and day-of deployment for the Banff festival, with full support from Operations and Production
• Travel and accommodations: book and coordinate travel and lodging for speakers, and other festival, retreat guests

Operations, Systems & AI

We use AI and good systems to make a small team feel bigger. You don't need to be an expert today. You do need to be curious and willing to learn.

• Use Claude as a daily teammate for drafts, summaries, briefs, and research
• Help keep Notion clean and organized
• Spot manual processes and suggest better ways to do them
• Help maintain shared prompt libraries and context docs

What We're Looking For

You might be a great fit if you're:

• Two steps ahead. The brief is drafted before anyone asks for it.
• A systems thinker. You see a manual process and immediately want to replace it.
• AI-fluent in practice, not in theory. Claude and Notion are part of how you actually work today.
• Calm with multiple plates spinning. That is your normal, not a crisis.
• A strong writer. You can send a senior-level email on the first pass.
• Warm and discreet. Stakeholders feel handled. Sensitive information stays sensitive.

Helpful Experience

• 4+ year 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
• Event, festival, podcast, or hospitality background is a real plus
• Experience with volunteer programs or community coordination is a plus
• Calgary-based. In-office 4 days a week.

About the Schedule

We work hard during festival season (August through October). Things settle into a steadier pace the rest of the year. If you're energized by big moments and don't mind the surge weeks, you'll do well here.

What 90 Day Success Looks Like

Executive support. Calendars, inboxes, travel, and expenses run smoothly with your support.

Stakeholders. Inbound requests are handled warmly and quickly.

Systems and AI. You're using Claude daily and have started spotting opportunities to streamline work.

Coordination. You're plugged into festival, retreat, podcast, and travel logistics with clear ownership.

Trust. The team trusts you. The leaders trust you. You feel like part of the team.

Compensation

Competitive base salary based on experience.

We build with the boldest.If that sounds like you, we'd love to hear from you.

The Gathering Festival × CULT Collective Ltd. / Calgary, Alberta