Event Planner, Conference and Continued Professional Development

Canadian Psychiatric Association; Ottawa; Hybrid; CAD 45,000 - 55,000; Full time

Job summary

A leading healthcare organization in Ottawa is seeking a Coordinator for Events and Continuing Professional Development. The role involves coordinating the annual conference and CPD activities. Ideal candidates will have a background in event planning and at least two years of relevant experience, as well as proficiency in Office 365 and bilingualism in English and French. This is a full-time hybrid position with a salary between $45,000 to $55,000 and additional benefits.

Benefits

Competitive salary

Health and dental care benefits

Three weeks annual vacation

Work-life balance

Wellness programs

Casual dress

Qualifications

• Degree in event planning, adult education, or related field, or equivalent experience.
• Two or more years in event coordination preferably in a member-based organization.
• Calm, organized, and diplomatic in juggling multiple priorities.

Responsibilities

• Coordinate the Annual Conference from abstract submissions to on-site troubleshooting.
• Administer CPD accreditation services developing high-quality learning programs.
• Support communications and compliance with CPD standards.

Skills

Event planning

Organizational skills

Communication skills

Proficiency in Office 365

Bilingualism in English and French

Education

Degree in event planning or related field

Tools

Office 365

Zoom

SharePoint

Adobe Acrobat

Job description

Overview

For Immediate Start

Full-Time Maternity Leave Contract to June 30, 2027

Salary, $45,000 to $55,000 plus a 10% Contract completion bonus

About us

The Canadian Psychiatric Association (CPA) is the national voice of Canada's 4,800 psychiatrists and 900 residents and is the leading authority on psychiatric matters in Canada. CPA advises on the most effective programs, services, and policies to achieve the best possible mental health care for Canadians and seeks to work collaboratively with governments and stakeholders to find solutions.

Benefits

• Competitive salary
• Health and dental care benefits (employer pays 100% of premiums)
• Three weeks annual vacation
• Additional paid time off through office closures between Christmas and New Year, and a summer hours program
• Work / life balance with flexible hours and minimal overtime
• Opportunities to gain exposure to all facets of association operations

Work environment

Our work environment includes :

• Modern office setting
• Wellness programs
• Casual work attire
• Currently Hybrid (3 days minimum in office)

What You'll Do

As the go-to person for all things events and CPD, you will :

• Support the coordination our flagship Annual Conference, from abstract submissions to speaker logistics and on-site troubleshooting
• Administer CPD accreditation services and support the development of high-quality learning programs
• Collaborate with committees, speakers, and senior management to deliver seamless, impactful events
• Keep everything running smoothly—tracking speaker payments, managing communications, and ensuring compliance with CPD standards

What You Bring

• A degree in event planning, adult education, or a related field—or equivalent experience
• Two or more years in event coordination, ideally in a member-based organization
• Proficiency with tools like Office 365, Zoom, SharePoint, and Adobe Acrobat
• Functional bilingualism in English and French is a strong asset
• A calm, organized, and diplomatic approach to juggling multiple priorities

Position Description

Position Summary

The Coordinator, Events and Continuing Professional Development coordinates CPA accreditation services, administers continuing professional development (CPD) policy and program development, and supports the delivery of CPA's education and CPD activities, including the annual conference.

As staff liaison, the Coordinator, CPD provides assistance and information to various committees, including the CPD Committee, the Annual Conference Program Subcommittee, and the subcommittees responsible for CPA's other CPD activities. They also work collaboratively with the management team.

Key Areas of Responsibility

Annual Conference

• Administers abstract submission and evaluation process, including recruitment of abstract reviewers, management of identified conflicts of interest, coordination of abstract reviews, and distribution of a final decision for each abstract.
• Coordinates invitations and follow-ups with invited speakers and presenters and ensures that speaker agreements meet legal and established CPD standards and guidelines.
• Coordinates preparation and publication of the overall conference schedule in consultation with the conference subcommittee and makes changes as required.
• Ensures all sessions and the overall conference are evaluated per CPD standards.
• Supports the Conference Director with meeting room rental and set-up, guestroom block, audio-visual and catering needs for any sub-groups that meet during the annual conference.
• Coordinates the publication of conference information via blast e-mail, mailers, CPA website and conference app.
• Supports Management by troubleshooting on-site issues with rooms, events, invited speakers, VIPs, IT, staff, and business meetings and liaises with the venue and suppliers as required.

Accreditation Services :

In conjunction with the CPD Committee and its subcommittees :

• Implements, monitors, and improves CPD-related strategies, policies, and procedures.
• Coordinates the review and approval process for accredited group learning activities, accredited self-assessment programs, and accredited simulation activities in accordance with established standards and guidelines.

CPD Program Development Events :

• Coordinates the coordination, tracking, reconciliation, record-keeping, and reporting of all speaker payments and expense claims related to CPA-developed or co-developed activities and annual conference symposia.

Governance :

• Supports the work and chairs of the CPD and Conference Committee on an ongoing basis to achieve annual goals.
• Follows up on action lists and outstanding items and communicates with committee members to ensure that actions are complete.

Collaborates With

• Senior Management in the execution of CPD and annual conference objectives.
• Membership Services to process registrations, maintain accurate database records, issue participation certificates, review accreditation applications, and track, reconcile, and report on all speaker payments and expense claims.
• CPD staff from the Royal College and other national specialty societies.

Qualifications

Education and Experience

• Relevant college or university degree in event planning, adult education, or related discipline, or an equivalent combination of education, experience, and training.
• At least two years of experience in a similar role at a member-based association.
• Demonstrated experience in event management.

Knowledge, Skills, and Abilities

• Exceptional organizational skills.
• Proficiency with computer programs required for the field, including Office 365 (Outlook, Word, Excel, PowerPoint), Microsoft Teams, Zoom, SharePoint, and Adobe Acrobat.
• Ability to consistently apply sound judgment and make good and responsible decisions.
• Excellent communication (verbal and written) and interpersonal skills, as well as the ability to deal professionally with individuals and situations with tact and diplomacy.
• Functional bilingualism (English / French) is preferred and is a vital asset.

Working Conditions

• The position is full-time (37.5 hours) from Monday to Friday.
• This position requires some travel within Canada (one week) and minimal work outside of regular business hours for committee meetings, online events, and while attending annual conferences.
• While this position is office-based (Ottawa), the CPA is currently requiring staff to be in the office a minimum of 3 days per week; however, this is not a guaranteed hybrid position.

Workplace notice: The CPA is committed to providing an inclusive, barrier-free recruitment process and work environment and is an equal opportunity employer, encouraging applications from employment equity groups. Accommodations are available on request throughout the selection process for candidates with disabilities.

Job Types : Full-time, Fixed term contract

Contract length : 22 months

Pay : $45,000.00-$55,000.00 per year

Benefits

• Casual dress
• Company events
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• RRSP match
• Vision care
• Wellness program

Work Location

Hybrid remote in Ottawa, ON K1P 5J2