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Job Description

Conference Planner,

Northwest Territories Medical Association (NWTMA)

Reporting To: Executive Director, in close collaboration with PEER North Conference Chairs

Location: Yellowknife, NT

Employment Type: Part-time (10 hours per week)

Compensation: To be discussed, suggested $28/h

Start date: as soon as possible

Applications will be considered on a rolling basis.

We are seeking a highly organized and proactive Conference Planner to support the planning and execution of our upcoming PEER North 2025 Conference scheduled for September 18–20, 2025 in Yellowknife. This is a part-time role ideal for someone with previous experience in event coordination, logistics, and stakeholder engagement. The job requires an average of 10h per week from now until the start of the event, and a full week of work during the week of the event including being onsite for the day before and days of the conference.

You will work closely with the Planning Committee, speakers, venue staff, and partners such as NWTMA and PEER North.

• Coordinate with Planning Committee to finalize themes, speaker topics, and formats
• Collect speaker COIs and finalize the accreditation package (e.g., CFPC)
• Draft and update conference schedule and session objectives

• Invite and confirm speakers
• Book flights and accommodations
• Prepare and send speaker confirmation letters (honoraria, travel reimbursement, logistics)

• Confirm remaining venue and catering details
• Coordinate audiovisual setup and conference room logistics
• Coordinating social event planning and offsite bookings in partnership with PracticeNWT

• Monitor registration system (Eventzilla) and liaise with registrants as needed
• Prepare information to be transmitted to webmaster for website updates
• Help prepare and send conference packages (schedule, maps, etc.)
• Assist with content production for social media posts, posters, newsletters, and web updates (Instagram, Facebook, LinkedIn)

• Track expenses, receipts, and invoices in collaboration with the finance team
• Help identify funding gaps and assist in reporting after the event

• Experience in planning conferences or large events
• Strong organizational and multitasking skills
• Excellent communication and collaboration abilities
• Comfort working with Google Drive, email, and video conferencing tools
• Familiarity or resourcefulness with online platforms such as Eventzilla, Mailchimp and others
• Familiarity with CME accreditation (an asset, but not required)

Please send a short cover letter and a CV to gagnon.will@gmail.com with the subject line “Conference Planner Application”.

Applications will be considered and applicants interviewed on a rolling basis.

• Hourly rate of $28 per hour, negotiable
• Flexible working arrangements.
• Paid on an hourly basis for work completed, up to 10 hours per week.

The NWTMA is committed to fostering an inclusive and diverse organization. Preference will be given to candidates from underrepresented communities, such as Indigenous Northerners and 2SLGBTQAI+ individuals, who bring valuable perspectives and experiences to this role.