Events & Administration Coordinator

BC Care Providers Association; Burnaby; On-site; CAD 50,000 - 60,000; Full time

Job summary

A non-profit organization in senior care seeks an Events & Administration Coordinator to manage event logistics and provide office support. The ideal candidate will have strong event coordination skills, excellent communication, and a passion for the senior care sector. Responsibilities include planning major events and supporting administrative functions. The role requires a degree or diploma in a related field and 1-2 years of relevant experience.

Benefits

Flexible work arrangements

Training & professional development opportunities

Extended health & dental benefits

Health spending account

Employee RRSP matching

Qualifications

• 1-2 years of experience in event planning or office administration.
• Experience in the non-profit seniors' care or healthcare sector is preferred.
• Proficient in organizational and multitasking abilities.

Responsibilities

• Support event planning for major events like conferences and award ceremonies.
• Coordinate logistics for in-person events and liaise with speakers and exhibitors.
• Provide administrative support to both BCCPA and SafeCare BC.

Skills

Event coordination

Client-focused service

Strong communication

Organizational skills

Education

Degree or diploma in administration, event planning, communications

Tools

MS Office Suite

Event management platforms

Zoom

WordPress

Job description

Organization Background

BC Care Providers Association (BCCPA) is a non-profit association representing service providers in long-term care, assisted living, independent living and home health care in British Columbia. This role also provides administrative support to SafeCare BC, a non-profit association dedicated to ensuring the safety and well-being of workers in the continuing care sector.

What We Offer

• Flexible work arrangements (this is an in-office support role)
• Training & professional development opportunities

After three months in the role

• Extended health & dental benefits
• Health spending account
• Employee RRSP matching

Events & Administration Coordinator Objectives

The Events & Administration Coordinator plays a key role in supporting the organization's mission by coordinating high-quality events, providing efficient office administration, and offering back-up support to the Finance team and shared administrative services to SafeCare BC. This position requires a detail-oriented and resourceful individual who thrives in a fast-paced, collaborative environment and is passionate about contributing to the seniors\' living and wellness sector.

Duties & Responsibilities

Event Planning & Coordination

• Plan, organize, and execute logistics for major events such as the Annual Conference, Care to Chat speaker series, BC Care Awards, and other member or stakeholder engagement events.
• Coordinate on-site logistics for in-person events, including catering, audio / visual equipment, printed materials, registration / check-in, exhibitor booths, and signage.
• Liaise with and coordinate with speakers to confirm availability, prepare session materials, and support presentation needs.
• Liaise with and coordinate trade show exhibitors, ensuring contract requirements, booth logistics, and exhibitor communications are managed effectively.
• Collaborate with the communications and membership teams to develop event promotional strategies, ensuring strong member and stakeholder engagement.
• Track and analyze event success, preparing post-event reports and recommendations for improvement.

Office & Event Administration

• Provide day-today office support to BC Care Providers Association and SafeCare BC, including supply orders, meeting room preparation, catering orders, and general administrative tasks.
• Assist leads in preparing and distributing meeting materials, including agendas, minutes, and action items for committees, working groups, and staff meetings.
• Serve as the primary liaison with building management, submitting and following-up on service requests.
• Provide back-up support to the Finance team during absences and peak periods.
• Assist with generating invoices, processing payments, and tracking expenses related to events and general operations.
• Support the preparation of financial reports as required.
• Maintain accurate and organized records of events, contracts, invoices, and administrative documents.

Core Competencies

Knowledge, Skills & Tools

• Knowledge or interest in the seniors\' living, health, or community care sector.
• Excellent client centered focus.
• Strong event coordination skills with proven ability to manage timelines, budgets, and deliverables.
• Proficiency in event management platforms (e.g., Member365, Pheedloop), websites (WordPress), virtual event platforms (Zoom, MS Teams).
• Skilled in MS Office Suite (Word, Excel, PowerPoint, & Outlook).
• Experience with Canva and / or Illustrator is an asset.
• Familiarity with accounting software for basic finance support is an asset.

Abilities

• Exceptional organizational and multitasking abilities with strong attention to detail.
• Excellent oral and written communication skills including drafting professional correspondence and reports.
• Ability to work independently, take initiative, and adapt in a dynamic, fast-paced environment.
• Problem-solving mindset with the ability to anticipate and respond proactively to challenges.
• Team-oriented with strong interpersonal skills to build positive relationships with colleagues, members, and external stakeholders.

Qualifications

• Degree or diploma in administration, event planning / management, communications, or related field.
• Minimum 1-2 years of experience in event planning, office administration, or a similar role. Recent graduates with relevant co-op experience are encouraged to apply.
• Experience working in the non-profit seniors\' care, healthcare, or membership based association sector is strongly preferred.
• Valid driver\'s license and ability to travel occasionally within BC.

Additional Notes

• Occasional travel is required, including to the Association\'s Annual Conference in Whistler or Victoria, as well as to local Metro Vancouver events.
• Some evening or weekend work may be required during peak event times.