BE-STEMM 2025 Conference Coordinator (Part-Time, Temporary – Calgary-based)

Blackscientists; Calgary; On-site; CAD 25,000 - 45,000; Part time

Job summary

An established industry player is seeking a detail-oriented Conference Coordinator to support the BE-STEMM 2025 Conference in Calgary. This part-time, temporary role involves managing logistics before, during, and after the event to ensure a seamless experience for attendees, speakers, and volunteers. Responsibilities include coordinating schedules, managing registrations, and overseeing event setup. The ideal candidate will possess strong organizational skills, effective communication abilities, and experience in event planning. Join a team committed to equity and inclusion while making a significant impact in the STEMM community.

Qualifications

• Strong organizational and multitasking abilities.
• Experience in event planning or administrative coordination.
• Comfort working independently in dynamic environments.

Responsibilities

• Assist with scheduling meetings and coordinating with venues.
• Serve as the main on-site logistics lead during the conference.
• Support the breakdown and return of equipment post-conference.

Skills

Organizational Skills

Communication Skills

Event Planning

Multitasking

Proficiency in Excel

Proficiency in Google Workspace

Proficiency in Zoom

Proficiency in Eventbrite

Job description

Job Title:BE-STEMM 2025 Conference Coordinator (Part-Time, Temporary – Calgary-based)

Contract Duration:May 19, 2025 – August 29, 2025 (with possibility of extension)

About the Role:

The Canadian Black Scientists Network (CBSN) is seeking a detail-oriented and proactiveConference Coordinatorbased in Calgary to support the successful execution of the annualBE-STEMM (Black Excellence in STEMM)in-person meeting, taking placeJuly 31–August 1, 2025, at the University of Calgary.

The coordinator will play a key role in managing on-the-ground logistics before, during, and after the event, ensuring an exceptional experience for attendees, speakers, partners, and volunteers.

Key Responsibilities:

Pre-Conference (May–July)

• Assist with scheduling meetings, coordinating with venues, and communicating with vendors
• Manage registration processes and maintain accurate attendee records
• Liaise with speakers to coordinate travel, accommodations, and presentation materials
• Coordinate shipping and receipt of conference materials and supplies
• Support the preparation of name badges, signage, conference kits, and promotional materials
• Provide logistical support to the CBSN organizing team and respond to attendee inquiries
• Help manage volunteer recruitment and orientation

During the Conference (July 28–August 1)

• Serve as the main on-site logistics lead, ensuring smooth day-to-day operations
• Oversee event setup and takedown (including rooms, signage, registration desk, and technology)
• Coordinate with venue staff, vendors, and volunteers as needed
• Manage speaker and vendor check-ins and provide onsite support
• Troubleshoot any issues promptly and professionally

Post-Conference (August)

• Support the breakdown and return of equipment or rented materials
• Coordinate thank-you messages to vendors, speakers, volunteers, and sponsors
• Assist in collecting post-event feedback and compiling a summary report
• Maintain organized records of event-related documents for future planning
• Participate in a debrief meeting to document lessons learned

Preferred Qualifications:

• Strong organizational and multitasking abilities
• Clear, confident, and professional communication style
• Experience in event planning, conference support, or administrative coordination
• Comfort working independently and in fast-paced, dynamic environments
• Proficiency in tools such as Excel, Google Workspace, Zoom, and Eventbrite
• Familiarity with Calgary and the University area, vendors, and hospitality services is an asset
• Commitment to equity, diversity, and inclusion in professional settings

Additional Information:

• Location:This role requires the candidate to be based inCalgary, Alberta
• Hours: Part-time hours (flexible) in May–July; Full-time availability expected July 28–August 1
• Compensation: Commensurate with experience
• Reports to: CBSN Conference Planning Committee

Interested applicants can send a cover letter and/or CV to the CBSN Project Administrator – [e-mail] by the 7th of May 2025

Priority will be given to applicants who are local to Calgary or Alberta.