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Conference Speaker and Exhibitor Coordinator

3 months ago

Toronto, Ontario, Canada University of Toronto Full time

About Us:

The University of Toronto's Faculty of Medicine is a prestigious institution, recognized globally for its contributions to research and education in clinical medicine, basic science, and rehabilitation sciences. Our Continuing Professional Development (CPD) unit stands as one of the largest providers of ongoing education and professional development for healthcare professionals.

Your Opportunity:

As a vital member of the CPD team, the Conference Speaker and Exhibitor Coordinator plays a crucial role in enhancing the effectiveness and success of our collaborative initiatives. This position demands exceptional communication and organizational abilities to engage with distinguished speakers, sponsors, and exhibitors in a professional and tactful manner while upholding stringent accreditation standards. Your meticulous attention to detail will be key in managing and tracking extensive information and data in a dynamic environment.

Key Responsibilities:

  • Serve as the primary contact for numerous inquiries from sponsors, speakers, and exhibitors.
  • Ensure adherence to accreditation standards and manage documentation in line with national guidelines.
  • Customize and distribute confirmations to speakers and information packages to sponsors.
  • Collect and document necessary materials, including conflict of interest disclosures, biographies, and sponsorship agreements.
  • Assist speakers in completing required forms and ensure compliance with documentation standards.
  • Conduct preliminary reviews of expense reimbursements for accuracy and policy adherence.
  • Support conference logistics, including name badge production, registration desk staffing, and preparation of delegate materials.
  • Act as the primary 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.
  • Proven ability to manage inquiries and workloads with competing priorities.
  • Experience in supporting accreditation processes and ensuring compliance with established standards.
  • Familiarity with quality assurance processes 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 drafting communications, including editing and proofreading.
  • Proficiency in online registration systems and data manipulation.
  • High proficiency in MS Office Suite and WordPress.
  • Excellent verbal and written communication skills.
  • Strong interpersonal skills and a customer service-oriented approach.
  • Experience in high-stakes environments where accuracy is critical.
  • Demonstrated organizational skills and exceptional attention to detail.
  • Experience handling confidential information.

Assets (Nonessential):

  • Experience collaborating with healthcare professionals.
  • Previous training in client service.

To Succeed in This Role, You Will Be:

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