Volunteer Coordinator Lead

Overview

Taste of Stampede Committee – Volunteer Coordinator Lead

Why the Stampede? For over 100 years the Calgary Stampede has been the heart and soul of our city. It is both where and how we come together to celebrate our unique brand of western hospitality and community spirit. The Stampede is a not-for-profit, volunteer-supported organization with 35 volunteer committees and 3,000 volunteers. Their time, passion, energy and leadership have made the Stampede one of the most respected volunteer organizations in the world.

With the contributions of our volunteers, we will deliver exceptional experiences that entertain, educate and engage visitors. Our vision is to create a world-class, year-round gathering place for the community.

Position Summary
The Taste of Stampede Committee is focused on creating hands-on, immersive and entertaining experiences that celebrate culinary leaders and producers through engaging showcases and competitions.

Reporting to the Chair of the Taste of Stampede Committee, the Volunteer Coordinator Lead is responsible for overseeing and managing the committee’s administrative functions. This role works collaboratively with Calgary Stampede departments to support operational needs, including ordering, booking meeting spaces, and monitoring meeting-related budgets. The Volunteer Coordinator Lead also manages scheduling processes and leverages Google Workspace tools to ensure streamlined communication, accurate documentation, and effective collaboration across the committee.

This position requires strong organizational skills, attention to detail, and the ability to work cross-functionally with both volunteers and employees to support the successful execution of committee initiatives.

• Collaborate with the Executive team to develop the meeting schedule for the following year
• Contact all Sub-Chairs to request proposed meeting dates leading up to Stampede
• Create and maintain a master document for Meeting Schedules that includes information needed for internal ordering
• Distribute a separate version of the Meeting Schedule document to the Full Committee once meeting dates and rooms are finalized
• Send calendar invites and reminders for all Leadership and Full Committee meetings and track RSVPs
• Coordinate and manage catering requirements for meetings, as applicable
• Capture meeting minutes at full committee meetings and distribute to the committee via the shared drive
• Maintain and collect attendance sign-in sheets at Full Committee meetings
• Send ad-hoc emails, communications, and updates to the committee as needed
• Assist sub-committees with administrative and organizational tasks as required
• During the 10-day event, coordinate sending routine update emails to all committee members, with content provided by a committee Executive and Sub-Chairs
• Build and maintain strong, positive relationships with key stakeholders, including the Board of Directors, committees, committee volunteers, staff, and members of the public

• Creative mindset with the ability to be adaptable in a fast-paced environment
• Exceptional organizational skills with strong time-management abilities
• Ability to solve problems through collaboration
• Excellent verbal and written communication skills
• Strong interpersonal and relationship-building skills
• Experience scheduling or coordinating teams
• Demonstrates sound judgment, professionalism, and discretion
• Embodies the values, spirit, and hospitality of the Calgary Stampede

• Participate in monthly leadership meetings
• Attend four (4) Full Committee meetings per year

To apply, please submit a resume outlining your qualifications and experience

All interested applicants must be 18 and over to apply