Conference Speaker and Exhibitor Coordinator

1 month ago

Toronto, Ontario, Canada University of Toronto Full time

About Us:

The University of Toronto's Faculty of Medicine is a prominent institution, recognized globally for its innovative research and educational programs in clinical medicine, basic science, and rehabilitation sciences. We are dedicated to advancing medical education and professional development for healthcare professionals.

Your Opportunity:

The Continuing Professional Development (CPD) unit within the Faculty of Medicine stands as one of the largest providers of continuing education for medical professionals. CPD is committed to the development and accreditation of a diverse array of specialized medical education programs. Collaborating with program directors and conference chairs, CPD oversees nearly 400 accredited programs and conferences annually, engaging over 45,000 learners from across Canada and beyond.

As the Conference Speaker and Exhibitor Coordinator, you will play a vital role in supporting the CPD Conference Management Services team. Your exceptional communication and organizational abilities will be crucial in engaging with esteemed speakers, sponsors, and exhibitors in a professional and courteous manner while upholding strict accreditation standards. Your meticulous attention to detail will aid in managing extensive information and data in a dynamic environment.

Your Responsibilities Will Include:

  • Serving as the primary contact for numerous inquiries from sponsors, speakers, and exhibitors.
  • Ensuring adherence to accreditation standards and managing documentation according to established guidelines.
  • Customizing and sending speaker confirmations and information packages to relevant parties.
  • Collecting and recording essential documentation, including conflict of interest disclosures, biographies, credentials, and sponsorship agreements.
  • Assisting speakers in completing necessary forms and ensuring compliance with documentation requirements.
  • Conducting preliminary reviews of expense reimbursements for accuracy and policy compliance.
  • Supporting conference logistics, including name badge production, staffing registration desks, and preparing materials for delegates.
  • Acting as a backup for the CPD Client Services Representative.

Essential Qualifications:

  • Completion of a College Diploma (2 years) in business administration or communications, or a comparable combination of education and experience.
  • A minimum of two years of relevant experience in a client services capacity.
  • Experience managing inquiries and prioritizing multiple tasks effectively.
  • Proven experience in supporting accreditation processes and ensuring compliance with established standards.
  • Experience in implementing quality assurance measures for electronic document management.
  • Experience in collecting and reviewing conflict of interest disclosures.
  • Background in working with academic institutions and senior stakeholders in a high-pressure environment.
  • Experience in event planning and communication drafting, including editing and proofreading.
  • Familiarity with online registration systems and data management.
  • Proficiency in MS Office Suite and online registration systems.
  • Strong verbal and written communication skills.
  • Highly developed interpersonal skills with a strong customer service orientation.
  • Experience in high-stakes environments where accuracy is critical.
  • Demonstrated organizational skills and exceptional attention to detail.
  • Experience handling confidential information.

Assets (Nonessential):

  • Experience working with medical professionals.
  • Previous training in client service.

To Be Successful in This Role You Will Be:

  • An effective communicator.
  • Diplomatic and tactful.
  • Meticulous and detail-oriented.
  • Organized and proactive.
  • Responsible and reliable.

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