Conference Planner

InsideHigherEd; Toronto; On-site; CAD 66,000 - 86,000; Full time

Job summary

A prestigious institution is hiring a Conference Planner to join their Continuing Professional Development unit. The successful candidate will manage local, national, and international conferences, ensuring seamless operations while liaising with stakeholders. The role requires strong organizational skills, experience in conference management, and the ability to work under pressure. A commitment to diversity and inclusion is essential.

Qualifications

• Minimum three years' full-cycle conference planning experience.
• Experience in preparing conference communications and promotional materials.
• Proficiency in managing conflicting priorities and tight deadlines.

Responsibilities

• Developing conference schedules and agendas.
• Tracking expenses and managing event costs.
• Providing on-site coordination during conferences.

Skills

Communication

Organizational

Analytical

Customer Service Orientation

Diplomacy

Education

Bachelor's Degree or acceptable combination of equivalent experience

Tools

MS Office Suite

Survey Tools

Video Conferencing Platforms

Job description

Faculty / Division : Temerty Faculty of Medicine

Department : Continuing Professional Development

Campus : St. George (Downtown Toronto)

Position Number : 00055724

Description : About us :

Home to over 40 departments and institutes, the University of Toronto's Temerty Faculty of Medicine lies at the heart of the Toronto Academic Health Science Network and is a global leader in ground-breaking research and education, spanning clinical medicine, basic science and the rehabilitation sciences sectors.

Your opportunity :

The Continuing Professional Development (CPD) unit in the Temerty Faculty of Medicine (TFOM) is one of the world’s largest providers of continuing education and professional development programming for physicians and other health professionals. CPD facilitates and supports the development of a full range of specialized medical education programs. Working with program directors and conference chairs from across the TFOM, CPD accredits close to 300 programs and conferences per year that attract over 45,000 learners from across Canada and internationally.

As Conference Planner, you will be responsible for supporting the planning and execution of a range of local, national and international conferences. Reporting to the Associate Director, CPD Conference Management, you will work directly with a portfolio of clients and be responsible for relationship management and client retention. You will also work collaboratively with our Lead Conference Planners to support assigned areas of responsibility for larger conferences.

Your responsibilities will include :

• Developing conference schedules, agendas, and session arrangements
• Assisting in communicating conference details to attendees, speakers, sponsors, and other stakeholders
• Tracking conference expenses, reviewing speaker expense and help ensure that event costs are controlled within the established budget
• Liaising with vendors, suppliers, and service providers to coordinate deliveries and services required for the conference
• Providing on-site coordination during conferences, ensuring smooth event operations, assisting attendees, managing registration desks, and resolving or referring issues as per policy

Essential Qualifications :

• Bachelor's Degree or acceptable combination of equivalent experience
• Minimum three years' full-cycle conference planning experience, including developing conference schedules, coordinating conference registration and booking speakers
• Experience tracking and conducting post-conference evaluations and analysis
• Experience preparing conference communications and promotional materials
• Experience preparing service contracts and effectively liaising with vendors and building and strengthening relationships with stakeholders and partners of strategic importance
• Experience preparing detailed conference reports and accreditation letters, ensuring accurate documentation and timely delivery to stakeholders and accrediting bodies
• Advanced proficiency in MS Office Suite, survey tools and video conferencing platforms
• Strong communication skills, both verbal and written
• Must also have a strong client and customer service orientation and demonstrate diplomacy and discretion
• Strong organizational, analytical and relationship building skills
• Strong ability to manage conflicting priorities and meet tight deadlines
• Ability to quickly analyze situations and make sound decisions as needed
• Ability to work in a fast paced and results oriented environment

To be successful in this role you will be :

• Accountable
• Diplomatic
• Organized
• Proactive

This position will be expected to support on-site conferences within the GTA, outside of standard office hours.

Closing Date : 06 / 04 / 2025, 11 : 59PM ET

Employee Group : USW

Appointment Type : Budget - Continuing

Schedule : Full-Time

USW Pay Band 09 $66,715. with an annual step progression to a maximum of $85,319. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation / Pay Equity Maintenance Protocol.

Job Category : Administrative / Managerial

Recruiter : Amanda Krmek

Lived Experience Statement

Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.

• buttontext00b26598368a4abe a{ border : 1px solid transparent; } .buttontext00b26598368a4abe a : focus{ border : 1px dashed #25355a !important; outline : none !important; }

All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Diversity Statement

The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.

As part of your application, you will be asked to complete a brief Diversity Survey. This survey is voluntary. Any information directly related to you is confidential and cannot be accessed by search committees or human resources staff. Results will be aggregated for institutional planning purposes. For more information, please see http : / / uoft.me / UP .

Accessibility Statement

The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact [emailprotected] .

Job Segment : Relationship Manager, Rehabilitation, Equity, Customer Service, Healthcare, Finance, Research