Position overview

The Events Coordinator is a contract position that supports the planning and delivery of SafeCare BC’s in-person and virtual events. Working closely with the project sponsor and the leadership team, the role helps create highly engaging, high-quality experiences that connect, educate, and inspire health care workers and leaders across British Columbia.

From coordinating conference logistics and managing event registrations to supporting virtual awareness sessions, the events coordinator plays an important role in ensuring that events run smoothly from planning through evaluation.

This role offers opportunities to take ownership of event logistics, collaborate across the organization, contribute to special projects, and continuously improve the participant experience. It is well suited to someone who enjoys organizing complex details, working with people, solving problems, and seeing projects through completion.

Key responsibilities

Event Coordination

• Coordinate the planning and delivery of in-person, virtual, digital, and hybrid events.
• Develop and maintain detailed event timelines, project plans, and checklists.
• Coordinate venues, catering, audiovisual requirements, travel, accommodations, signage, and event materials.
• Support speaker logistics, including scheduling, communications, presentation collection, and onsite coordination.
• Coordinate exhibitor and sponsor logistics where applicable.
• Assist with onsite event setup, registration, troubleshooting, and teardown.
• Support virtual events using platforms such as Microsoft Teams and Zoom.

Registration and Participant Experience

• Manage event registration platforms and attendee communications.
• Respond to participant inquiries in a professional and timely manner.
• Prepare name badges, participant materials, certificates, and event resources.
• Monitor registrations and support waitlist management.
• Help ensure participants have an exceptional experience before, during, and after each event.

Administrative and Project Support

• Maintain event documentation, templates, and process maps.
• Track event invoices and sponsorships to maintain budget.
• Coordinate project meetings, agendas, action items, and timelines.
• Assist with ordering promotional materials and event supplies.
• Provide administrative support for organizational events, meetings, and special initiatives as needed.

Evaluation and continuous improvement

• Coordinate post-event evaluations and surveys.
• Compile feedback and prepare summary reports.
• Identify opportunities to improve event processes and participant experience.
• Contribute ideas that improve efficiency and support continuous improvement.

What you will bring:

Collaboration and Communication

• Has strong written and verbal communication skills.
• Is able to work independently while contributing effectively within a collaborative team.
• Confidence building relationships with participants, speakers, vendors, and colleagues.
• A willingness to pitch in wherever needed to support the team.

Organization and Attention to Detail

• Has a high level of attention to detail and accuracy.
• Has excellent organizational and time management skills with the ability to manage multiple priorities.

Mindset and Approach

• A proactive, solutions-focused mindset.
• Sound judgement and the ability to adapt when plans change.
• Curiosity, initiative, and a desire to continuously improve how work gets done.

Qualifications and Experience

• Diploma or certificate in event management, communications, business administration, marketing, hospitality, project management, or a related field, or an equivalent combination of education and experience.
• One to three years of experience coordinating events, projects, or administrative activities.
• Experience coordinating conferences, workshops, or educational events.
• Proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, and PowerPoint.
• Experience using event registration platforms.
• Experience supporting virtual or hybrid events.
• Basic project management experience

What SafeCare BC offers

• 12-month contracted position with the possibility of extension at a salary range of $65,000 - $75,000 per year, based on experience
• Safe and healthy organizational culture
• Health benefit plan with tele-health
• Meaningful work with the opportunity to contribute to positive change
• Professional development support and growth opportunities within learning and development
• A great team atmosphere and people-first culture
• Hybrid work environment
• Opportunity to travel within the province

Applications

• Apply through BambooHR
• Submit a 400 to 600-word email you would write to participants one week before our annual conference. Your note should include: a welcome message, parking information, registration times, what to bring, and contact information if they have questions.