Conference Administrative Coordinator

**Conference Administrative Coordinator**

On behalf of its client in the event and conference management space, Notch HR Consulting is hiring a Conference Administrative Coordinator.

**About the Client**:
Hay Matick is a boutique events company that plans, coordinates, and runs professional meetings & events across Canada. The majority of their events are medical oncology conferences. Consisting of a small team, Hay Matick prides themselves on customer service, going above and beyond for our clients, and have developed long-standing relations because of this.

Though HayMatick Meetings & Events is well established, the work environment is similar to a start-up - exciting, fast-paced, and reactive when leading into and during our event seasons, while slow and relaxed in between.

**About the Role**:
This role reports into the Owner and CEO, and will work closely on a team of 3 to support daily operations of the conferences and events. Prior experience in the fast-paced world of conferences is strongly preferred.

**Role Type**: This is an Independent Contractor position

**Wage**: CAD $25/hr

**Location**: This hybrid role, and you will work 2 days per week in the office, which is located on the Vancouver westside, near Vancouver Children's Hospital. The rest of the work time will be work from home.

**Travel**:You must be able to travel without encumbrance across Canada for the conferences.

**Work Hours**: During the training period, work hours will vary and will be approx 24 hours per week. You will be required to job shadow with the current team, so your training will follow their work schedule.

As you get more familiar with the role, you will work on average 40 hours per week, and there will be more flexibility to suit your schedule. As with any conference/events type of work, this role may require you to work during the events, which will be on weekends.

**What You'll Do**:

- Event Coordination Support:_
- Assist with planning and executing events such as conferences, meetings, and social gatherings.
- Maintain timelines and checklists to meet deadlines and objectives.
- Communicate with vendors, speakers, and sponsors to confirm details and requirements.
- Coordinate logistics including accreditation, venue booking, catering, travel, accommodation, and AV setup.
- Client and Vendor Communication:_
- Schedule vendor meetings and coordinate necessary details.
- Prepare and send event proposals, contracts, and invoices to vendors and sponsors.
- Event Documentation and Reporting:_
- Create and maintain event documentation, including contracts, budgets, timelines, and schedules.
- Create and compile accreditation documentation for submissions
- Track event expenses and assist with financial reporting to ensure events remain within budget.
- Prepare post-event reports detailing the success and any areas of improvement (eg. Evaluations, attendance sign-in sheets, sponsor reconciliation documentation)
- Marketing and Website Support:_
- Miscellaneous Tasks:_
- Support day-of event preparations, including venue setup and registration tables, and handle general administrative tasks as assigned by the event team lead.

**Who You'll Be**:

- Post-secondary education in marketing is required. Education focused on conferences is a bonus.
- Strong organization and time-management skills
- Clear verbal and written communication
- Detail-oriented and able to multitask in a fast-paced setting
- Comfortable using Microsoft Office (especially Excel), Dropbox, Zoom, and SurveyMonkey
- Works well independently and takes initiative
- Friendly, professional, and customer-focused attitude
- Prior experience with conferences is highly valued.

**Other Qualifications**
- A valid driver’s license and access to a vehicle is preferred
- Must be willing and able to travel within Canada (including weekend travel)
- Must have a personal laptop (company may provide support for work equipment if needed)
- Must already be located in the Metro Vancouver area
- You must already be eligible to work in Canada with continued eligibility over 3 years.

**How to Apply**

**Job Types**: Full-time, Permanent, Freelance

Pay: From $25.00 per hour

Expected hours: 25 - 40 per week

**Benefits**:

- Flexible schedule
- Work from home

Schedule:

- Monday to Friday
- Weekends as needed

Application question(s):

- What is your current legal status to work in Canada (eg. Work Visa, PR or Canadian Citizenship)?

**Experience**:

- Administrative: 1 year (required)
- Event Planning: 1 year (preferred)

**Location**:

- Vancouver, BC V5Z 2E9 (required)

Willingness to travel:

- 25% (required)

Work Location: Hybrid remote in Vancouver, BC V5Z 2E9

Application deadline: 2025-06-30
Expected start date: 2025-07-15