Event Registration Coordinator

**ONTARIO VETERINARY MEDICAL ASSOCIATION**

**TITLE: Event Registration Coordinator**

**REPORTS TO: Manager, Events & Sponsorship**

**LOCATION: Milton, Ont. (Hybrid)**

**SALARY: $60,000 - $75,000 / 35 hours per week**

**TERM: 12-16 month contract, with possibility of extension**

**HOW TO APPLY**:
**Submissions must include resume and cover letter. Posting closes 5pm on October 29, 2025. Click below to apply**:
**Organization Overview**

The Ontario Veterinary Medical Association (OVMA) is Canada's foremost veterinary association. We’re passionate about supporting veterinarians’ well-being and professional growth, contributing to the advancement of animal and human health.

Thousands of veterinarians depend on us as their collective voice in the province. They also rely on us as their source for news, world-class continuing education, extensive practice management resources, mental health and wellness tools and career advice. These services have been fundamental in helping practice owners, associates and students achieve their personal and professional goals.

**Position Summary**

OVMA is host to Canada’s largest annual veterinary conference, and the Event Registration Coordinator plays a central role in ensuring the smooth execution of conference registration, sponsor/exhibitor relations, and event finance. Acting as both the lead for registration systems and the primary resource for event-related accounting, this role bridges marketing, data management, and financial bookkeeping.

**Responsibilities**

**1) Registration & Event Operations**
- Lead and manage all aspects of online registration for conferences and events.
- Create and manage proper documentation and forms for sponsors and exhibitors.
- Ensure sponsor and exhibitor agreements, contracts, and invoices are properly prepared and tracked.
- Assist with onsite and virtual event logistics as needed.

**2) Finance & Accounting**
- Process all event-related transactions, issue receipts, and provide accurate reporting.
- Deliver up-to-date budget tracking data and reconcile accounts across events.
- Ensure financial compliance and accuracy in event-related transactions, in support of the Financial Administrator.
- Contribute to the development of internal financial processes related to sponsorship and registration.

**3) Database Management & Analytics**
- Maintain clean, reliable data across systems and databases.
- Assist in creating and maintaining sponsor and exhibitor databases.
- Lead efforts to explore, evaluate, and implement new database solutions, including integrations with event and registration software.
- Support data analytics and reporting initiatives that inform long-term strategy and performance measurement.

**4) Marketing & Communications**
- Update and maintain all conference websites in collaboration with the Events team.
- Assist in developing promotional materials and branded assets for conferences and events.
- Provide data and reporting to support communications strategies and event promotion.
- Ensure accurate tracking and performance reporting of all event-related communications.
- Work closely with Events and the MarCom teams to ensure timely and effective delivery of information to key stakeholders.

**5) Team Collaboration**
- Serve as a shared team member supporting both Events, Finance and Communications.
- Provide assistance with database-related issues and cross-department reporting.
- Collaborate with colleagues to align event operations with broader organizational goals.

**What We Are Looking For**
- A minimum of 3-5 years’ experience in event coordination, bookkeeping, or business administration, with exposure to event technology platforms and data management processes.
- Strong technical aptitude and interest in technology, database systems, and software integrations, with mandatory intermediate proficiency in Microsoft Excel.
- Excellent organizational skills with the ability to manage multiple priorities and deadlines.
- Strong attention to detail and proven experience with financial reconciliation and reporting.
- Collaborative, team-oriented approach with strong communication skills.

**What We Offer**
- Pet-friendly office (obviously).
- Fun (not awkward) team building activities.
- Summer hours.
- A culture that values work-life balance and employee well-being.
- Professional development opportunities.
- Opportunities for professional development and career growth.
- Exposure to both event management and financial operations, with mentorship across teams.
- A collaborative, supportive work environment.
- The chance to contribute to process innovation and data transformation projects.
- Work-life balance and flexible hybrid work arrangements.

**Commitment to Diversity and Inclusion**

The Ontario Veterinary Medical Association is committed to the principles of diversity and inclusion and rejects discrimination or harassment based on grounds such as race, colour, ancestry, ethnic origin, place of ori