Coordinator, Conferences and Events

Position title: Coordinator, Conferences and Events

Reports to: Senior Coordinator, Conferences and Events

SUMMARY OF POSITION

The Conferences and Events Coordinator reports to the Senior Coordinator, Conferences and Events and supports the CCHL National Conference (CNC), Health Professionals Round Table for Strategy (HPRS) events, Digital Health Leadership Xchange (Previously called CXO Forums), and the Honouring Health Leadership event. The coordinator is responsible for the administration of registration systems, providing administrative support to the Conferences and Events Department, and supporting conference marketing and communications initiatives

KEY ACCOUNTABILITIES AND RESPONSIBILITIES

Registration

• Monitor registrations and payments
• Processing registrations and payments when needed (typically for special cases only)
• Generate weekly registration reports
• Prepare delegate materials for conferences
• Respond to delegate inquiries
• Coordinate on-site registration desks

Marketing and Communications

• Prepare and distribute marketing emails
• Support conference social media, digital marketing initiatives, and the creation of promotional content for conferences.
• Assist with maintaining and updating conference webpages

Committee Meetings

• Schedule committee virtual meetings
• Participate in all planning committee and sub-committee meetings as recorder
• Compile and circulate pre- and post-meeting materials for committees

Administration

• Provide administrative support to the Conferences and Events team
• Update historical documents
• Verify data, cross-check information, and proofread documents
• Prepare conference materials (i.e. moderator packages, tent cards, dietary cards, etc.)
• Prepare and schedule conference shipments
• Perform other duties as required

EDUCATION AND EXPERIENCE

• Relevant training and experience; preferably through diploma/degree program
• Event Management Certificate an asset
• Minimum of two years of administrative/coordination experience

SKILLS AND ATTRIBUTES

• Proficiency in both official languages is an asset
• Demonstrated ability to learn and effectively use software applications such as Microsoft Office, QuestionPro, My Conference Suite, Wicket, and Adobe
• Video editing and basic graphic design skills are considered a strong asset, including experience creating promotional videos, digital content, and conference-related marketing materials
• Excellent organizational skills – strong attention to detail
• Strong interpersonal and communication and team skills

· Ability to work independently as well as within a team environment

· Flexible for travel when required

COMPENSATION AND HOURS OF WORK

• Compensation will be $30.00-$35.00 per hour, commensurate with qualifications and experience.
• This is a temporary part-time position averaging 18.75 hours per week, to a maximum of 1,000 hours annually. Hours will fluctuate throughout the year based on operational requirements and conference schedules.
• Hours are expected to increase during May and June 2027 to support planning and delivery of the National Conference. The successful candidate will be required to travel to Niagara Falls from June 16-23, 2027, including attendance at the National Conference from June 20-22, 2027.
• Vacation pay will be paid on each pay period in accordance with the Ontario Employment Standards Act.
• Occasional evening and weekend work may be required.

ACCESSIBILITY

The Canadian College of Health Leaders is committed to fostering an inclusive and accessible workplace. We encourage applications from individuals who are Indigenous, members of racialized communities, women, LGBTQ2S+ persons, persons with disabilities, and speakers of both of Canada's official languages. Accommodation is available upon request throughout the recruitment, selection, and employment process.

Applicants selected to participate in the hiring process will be advised that accommodations are available upon request.

Where an accommodation request is received, CCHL will consult with the applicant and make reasonable efforts to provide suitable accommodations.

Successful candidates will be informed of CCHL's policies and practices supporting employees with disabilities.