Job Description

We are seeking a highly organized and detail-oriented Conference Coordinator to support the planning and execution of large-scale conferences and events. This role plays a key part in coordinating logistics, managing data and systems, and ensuring seamless delivery of approximately 30 events annually.

The ideal candidate thrives in a fast-paced environment, is comfortable managing multiple priorities, and can balance administrative execution with professional stakeholder interaction. This position requires occasional travel (10+ events per year) across North America (both in Canada & the US).

This is a contract role - 12 months. Onsite requirement + travel. Potential to extend or convert to FTE.

Hourly rate: $33.45 (T4)

RESPONSIBILITIES

• Support end-to-end coordination of conferences, including planning, logistics, and on-site execution
• Maintain and update data across multiple event management systems and internal tools
• Track and report on conference attendance, meetings, and engagement metrics
• Update and manage event calendars and schedules
• Coordinate and maintain presenting company information, including bios and marketing materials
• Manage shared mailboxes and respond to inquiries in a timely and professional manner
• Prepare meeting materials, take minutes, and support post-event reporting and surveys
• Coordinate with internal teams and external vendors (venues, suppliers, production teams)
• Oversee shipping, receiving, and distribution of event materials and promotional items
• Support reporting, documentation, and presentation of event outcomes
• Assist with scheduling, stakeholder coordination, and general administrative support

QUALIFICATIONS

Must-Have Skills & Experience

• 1–2+ years of experience in administrative, executive assistant, sales support, or event coordination roles
• Strong proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook)
• Highly tech-savvy with the ability to troubleshoot basic system issues
• Excellent verbal and written communication skills, with confidence interacting with senior stakeholders
• Strong organizational and multitasking abilities in fast-paced environments
• Ability to manage competing priorities and adapt quickly to changing requirements
• Detail-oriented with strong follow-through and accountability
• Professional demeanor with strong interpersonal skills

Nice-to-Have

• Experience with event or CRM tools (e.g., Cvent, Dealogic, Salesforce, SharePoint)
• Background in financial services or corporate environments
• Education in event management or a related field

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability status, or other non-merit factor. We are committed to creating a diverse and inclusive environment for all employees.