BE-STEMM 2025 Conference Coordinator (Part-Time, Temporary – Calgary-based) Canadian Black Scie[...]

Blackscientists; Calgary; On-site; CAD 35,000 - 55,000; Part time

Job summary

An exciting opportunity awaits for a detail-oriented Conference Coordinator to support the BE-STEMM 2025 event in Calgary. This role involves managing logistics, coordinating with vendors, and ensuring a smooth experience for attendees and speakers. The ideal candidate will thrive in a fast-paced environment and possess strong organizational and communication skills. Join a team committed to equity, diversity, and inclusion while contributing to a significant event in the STEMM community. If you are passionate about event coordination and looking for a part-time role with the potential for full-time engagement during the conference, this position is perfect for you.

Qualifications

• Strong organizational and multitasking abilities are essential.
• Experience in event planning or administrative coordination is preferred.

Responsibilities

• Assist with scheduling, managing registrations, and liaising with speakers.
• Serve as the main on-site logistics lead during the conference.
• Support post-event feedback collection and documentation.

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.