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Job Description

Conference Coordinator -6 Months

Rate TBD
Location Vancouver, BC Canada (On-site)
Type of project General support, Sales & Marketing Party / Event planning, Marketing
Duration 6 months
Education required Some college/University
Years of experience Less than 2 years
Deadline urgent
Area of Specialization Business
Join a fun and dynamic company where the job never feels like work!

As one of Canada’s Top Promotional & Marketing agencies, we have over 18 years of success launching experience-based promotional campaigns. We take passionate brand ambassadors and connect them with exciting campaigns that inspire, motivate, and connect with our clients brands.

We are currently looking to hire a proactive and motivated individual to fill the role of Conference Coordinator in our Vancouver office. Reporting to the Account Executive on one of our key accounts, this position will commence as a 6 month full time contract position.

Duties and Responsibilities:

Coordination – Program Management

Proactively gather research / information of your Clients industries and brands
Maintain a solid understanding of event/conference components and best practices including: logistics, AV, speaker management, venue management, sponsorship and trade show management
Coordinate program logistics with suppliers – e.g. uniforms, supplies, vehicles, signage, prizing, AV, catering etc.
Communicate deadlines and manage deliverables with multiple stakeholders (i.e. delegates, exhibitors, sponsors)
Manage database/registration system and email communications eg: provide reporting on registrations, send email communications/surveys to registrants etc.
Lead the preparation of training manuals and training session for event staff
Complete studio and production forms, ensuring all deliverables are clear
Manage program critical paths to ensure timelines are met
Update budget documents with quotes/actuals and assist in budget reporting
Coordination – General

Full understanding of our company and the industry
Report directly to the program lead and contribute to internal status meetings
Be the ears and eyes for every meeting you attend providing detailed meeting notes and follow up Contact Reports
Develop weekly Client status emails for distribution to agency & client leads
Actively participate in brainstorms and collaborate with your peers
General administration: faxing, copying, binding presentations, etc.
Ad-Hoc Projects/Duties

Other duties as assigned.


Completion of post-secondary degree or diploma in Marketing or related field
Work Experience:

Minimum 1 year experience in a related position
Experience in Conference/Event Management an asset

Demonstrated organizational skills
Strong writing skills (memos, contact reports, status reports)
Strong verbal communication skills
Solid spelling and proof-reading skills
Excellent listening skills and ability to take direction
Results oriented with a strong focus on deadline achievement
Team player
People person
Experience with database/registration systems and email software an asset
Unlimited access to a vehicle required for site checks, client visits etc
Computer Efficiency:

Proficient in MS Office with emphasis on Excel required
To apply please send your cover letter, stating your salary expectations, and resume to Christie Weber.
Specific schedule:
  Mon Tue Wed Thu Fri Sat Sun


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