Mountainscape Group
Banff, AB

Job details
Permanent | Full-time
11 hours ago
Benefits
Extended health care
Dental care
Tuition reimbursement
Skills
Hospitality
Google Suite
Customer communication
Event coordination
Customer appointment booking
Client inquiry handling
Administrative support experience
Filing
Administrative experience
Client services
Customer service orientation
Data entry
Contracts
Customer support
Appointment scheduling
Document management
Communication skills
Client interaction
Project progress tracking
Time management
Office experience
Full job description
Administrative Assistant

Company: Mountainscape Group

Job Type: Full-time, permanent

Location: Banff AB

Compensation: $22-$23 per hour

Why Join Mountainscape?

At Mountainscape, we specialize in creating unforgettable experiences — from corporate gatherings to custom weddings and premium event rentals — all set against the stunning backdrop of the Rockies. We thrive in a fast-paced, hands-on environment where collaboration is key, and client satisfaction is everything. Every event is a new adventure, and no two days are ever the same — which is exactly how we like it.

Our team pulls together to make magic happen, whether it is a mountaintop wedding or a large-scale corporate celebration. If you are a proactive, detail-loving professional who enjoys solving challenges on the fly, working with passionate people, and celebrating big wins together, you will feel right at home here.

We are looking for an Administrative Assistant to join our team!

About the Role

The Administrative Assistant provides essential administrative and client support throughout the wedding planning process. This role serves as a key point of contact for prospective and booked couples, ensuring a seamless client experience through organization, communication, scheduling, documentation, and coordination support for the wedding planning team.

What You Will Do

Respond promptly and professionally to initial client inquiries via phone, email, website forms, and social media platforms.
Provide information about company services, packages, availability, and the planning process.
Maintain accurate records of leads and prospective clients within company systems.
Follow up with inquiries and nurture potential clients through the booking process.
Scheduling & Calendar Management

Schedule consultations, planning meetings, venue visits, and vendor appointments for couples and planners.
Coordinate calendars and confirm appointments with all relevant parties.
Send meeting reminders and ensure all necessary information is prepared in advance.
Documentation & File Management

Create, organize, and maintain client files and wedding-related documentation.
Prepare contracts, proposals, planning documents, timelines, questionnaires, and other client materials.
Ensure client records are accurate, complete, and up to date throughout the planning process.
Maintain digital filing systems and company document templates.
Invoicing & Administrative Support

Track payments and communicate payment reminders to clients as needed.
Help maintain financial records related to client accounts.
Support general office administration, data entry, and reporting tasks.
Planner Assistance & Event Coordination Support

Provide administrative support to wedding planners throughout the planning process.
Help gather and organize vendor information, contracts, and event details.
Help prepare planning packets, timelines, and event-day documentation.
Coordinate internal communications to ensure planners have the information needed to serve clients effectively.
Support project tracking and ensure key planning milestones are completed on schedule.
Client Experience

Deliver exceptional customer service while building positive relationships with couples.
Maintain professionalism, confidentiality, and attention to detail in all client interactions.
Help create a smooth, organized, and stress-free experience for clients and team members alike.
What You Bring to the Team

1-3 years of experience in an administrative, customer service, hospitality, event planning, or office coordination role.
Experience managing client communications, including email correspondence, phone inquiries, and scheduling appointments.
Experience creating, organizing, and maintaining electronic files, documents, and records.
Accountability to maintaining Mountainscape’s service standards, ensuring every detail supports the successful delivery of the client’s vision
Experience with invoicing, billing, and payment tracking,
Strong organizational and time-management skills.
Excellent written and verbal communication abilities.
Ability to work collaboratively in a fast-paced, client-focused environment.
Proven ability to manage multiple projects, deadlines, and client requests simultaneously.
Experience using Google Workspace and calendar management systems.
Flexibility – evening and weekend work are common during peak seasons
Your Work Schedule

Weddings and events do not always stick to a 9-to-5 — and neither do we! While a typical week is around 40 hours, you will need to be flexible. Evening and weekend shifts are part of the magic, and yes, overtime may be required when things get busy. We will keep you in the loop with your schedule, and you will always know what is coming.

What You Get Back

Extended health & dental coverage – because your well-being matters
Tuition Reimbursement Program – to sharpen your skills and knowledge
Staff discounts – enjoy discounts on rentals and services
Team events & celebrations – we work hard and celebrate harder
Long service awards – because we celebrate commitment to our team
Work Environment

Work comfortably at heights and use ladders safely and effectively
Lift and handle loads of up to 25kg on a regular basis
Support weekend and evening events with flexibility and reliability
Contribute to a fast-paced, collaborative, and client-focused team culture
Our Commitment to Equality

Mountainscape is committed to fostering a diverse, inclusive, and respectful workplace. We welcome and encourage applications from all qualified individuals, regardless of race, colour, ancestry, place of origin, religious beliefs, gender identity or expression, age, physical or mental disability, marital or family status, source of income, or sexual orientation. We believe that a diverse team strengthens our ability to create exceptional experiences for our clients.

Join Us!

At Mountainscape, every day is an opportunity to make magic — for our clients and for each other. If you are passionate about events and thrive in a dynamic, supportive environment, we cannot wait to meet you.

Please Note: Our staff accommodation is at capacity so all candidates will be required to source their own housing.

Pay: $22.00-$23.00 per hour

Expected hours: 40.0 per week

Work Location: In person