Event Registration Coordinator

ONTARIO VETERINARY MEDICAL ASSOCIATION

POSITION DESCRIPTION

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.

This individual will oversee database integrity across events, manage financial tracking and reporting, and support the creation of sponsorship and exhibitor agreements. In addition, the Event Registration Coordinator will play a key role in exploring new database solutions, project-managing integrations, and supporting long-term analytics initiatives. The position offers significant growth potential for a candidate with a strong foundation in finance and accounting, and a passion for technology and data-driven decision-making.

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.
• Collaborate with the Marketing & Communications team to schedule, write, and deploy all exhibitor, sponsor and attendee communications through the organization's marketing automation email system.
• 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 origin, age, creed, religion, sex, sexual orientation, gender identity, family status, marital status or disability. Every human being deserves to be treated with dignity and respect.

The well-being of our society and our profession is vital. OVMA is committed to ongoing and active promotion and maintenance of diversity and inclusion in its membership, leadership and organization; to ensuring that its services are provided without bias; and to educating its members regarding the value of diversity and inclusion.

OVMA is committed to working with the Ontario Veterinary College to ensure that the principles of inclusivity and diversity are reflected in the equitable selection of students, and to make veterinary education more accessible for underrepresented and minority groups. OVMA is also committed to working with the College of Veterinarians of Ontario to ensure that the principles of inclusivity and diversity are reflected in the licensing and regulation of Ontario's veterinarians.

Our Values

Integrity: We lead by example by taking pride in working honestly and doing what's right.

Connection: We nurture relationships and build bridges between people, organizations, generations and cultural groups so they can flourish.

Community: We are community builders and believe we are stronger together. We are enriched by the differences in experience, background and perspective that each person brings.

Innovation: We are trailblazers and lead the veterinary profession by remaining curious and doing things differently.

Care: We strive to make a positive impact on the world around us by taking care of each other, ourselves and our planet.