Conference Coordinator
Toronto, Ontario
Date Posted:19-May-2026
Work Type:On-Site
Job Number:485555
Job Description
Job Title: Conference Coordinator
Duration: 12 months (Possibility of Conversion and extension)
Working hours: 9-5 pm EST (In Office) The candidate will be required to travel to events in the US and Canada as required (10+ events annually]
Role Mandate:
Assisting with planning and execution.
Conferences. The team manages the planning of approx 30 conferences each year through significant administrative coordination and reporting for the client.
OBJECTIVES AND ACCOUNTABILITIES:
• Maintaining data in systems used for the various conferences such as but not limited to Dealogic, The Tiley System, Investor Conference Calendar, Global Metals & Mining Command Central, CVENT, the Conference App (including archive back-end) and “OneDrive.”
• Updating weekly Investor Conference Calendar
• Responsible for tracking, updating and reporting conference attendance for conference meetings
• Updating and tracking the presenting company information, such as bios and presentation/marketing materials
• Maintaining conference mailboxes
• Help to prepare meeting materials, minutes and post-conference survey and summaries
• Working with internal and external suppliers to manage supplies and promotional items and shipping and receiving during the conference
• On-site execution
EDUCATION AND EXPERIENCE:
• Prior work experience in the financial services industry
• Prior work experience in the internet and data management
• University degree or college certificate in event management or a related field
SKILLS AND COMPETENCIES:
• Proficiency in Excel, Word, PowerPoint and Outlook
• Proficiency with the internet and internet-based programs
• Strong written and verbal communication skills
• Strong presentation skills – ability to speak to large groups and present results and progress
• Team player, motivated and committed, self-starter and quick learner, confident, assertive, strong interpersonal skills, attention to detail, flexibility and ability to work in ambiguity and under pressure
• Must be proactive and tenacious and maintain a professional disposition at all times
• Some overtime is required
KEY PERFORMANCE INDICATORS
• Initiative
• Ability to also work independently
• Take accountability and report results and progress
• Drive timelines
• Teamwork and Cooperation
• Persistence and Tenacity
• Flexibility Communication
• Ability to Execute
Roles Responsibilities
• Data management
• Mail merging
• System updates
• Report pulling/building
• Coordinating meetings/schedule keeping
• Strategic planning
• Documenting and presenting
Must Have Skills
• MS Office (Word, Excel, PPT, Outlook) proficiency
• Tech savvy/able to troubleshoot tech issues
• Critical thinking
• Sales/Exec assistant experience (1-2 years)
• Personable with the ability to simultaneously complete back end/admin related tasks while maintaining a professional level of communication with clients.
• Excellent verbal and written communication (personality for phone calls and working with C-level executives)
• Ability to liaise with stakeholders of various seniority, and accommodate requests in a professional, timely manner
• Ability to work in a fast paced environment and pivot based on the requirements.
• Admin/office clerical experience
Nice to have skills
• CVENT
• Dealogic
• Salesforce
• SharePoint
Duration: 12 months (Possibility of Conversion and extension)
Working hours: 9-5 pm EST (In Office) The candidate will be required to travel to events in the US and Canada as required (10+ events annually]
Role Mandate:
Assisting with planning and execution.
Conferences. The team manages the planning of approx 30 conferences each year through significant administrative coordination and reporting for the client.
OBJECTIVES AND ACCOUNTABILITIES:
• Maintaining data in systems used for the various conferences such as but not limited to Dealogic, The Tiley System, Investor Conference Calendar, Global Metals & Mining Command Central, CVENT, the Conference App (including archive back-end) and “OneDrive.”
• Updating weekly Investor Conference Calendar
• Responsible for tracking, updating and reporting conference attendance for conference meetings
• Updating and tracking the presenting company information, such as bios and presentation/marketing materials
• Maintaining conference mailboxes
• Help to prepare meeting materials, minutes and post-conference survey and summaries
• Working with internal and external suppliers to manage supplies and promotional items and shipping and receiving during the conference
• On-site execution
EDUCATION AND EXPERIENCE:
• Prior work experience in the financial services industry
• Prior work experience in the internet and data management
• University degree or college certificate in event management or a related field
SKILLS AND COMPETENCIES:
• Proficiency in Excel, Word, PowerPoint and Outlook
• Proficiency with the internet and internet-based programs
• Strong written and verbal communication skills
• Strong presentation skills – ability to speak to large groups and present results and progress
• Team player, motivated and committed, self-starter and quick learner, confident, assertive, strong interpersonal skills, attention to detail, flexibility and ability to work in ambiguity and under pressure
• Must be proactive and tenacious and maintain a professional disposition at all times
• Some overtime is required
KEY PERFORMANCE INDICATORS
• Initiative
• Ability to also work independently
• Take accountability and report results and progress
• Drive timelines
• Teamwork and Cooperation
• Persistence and Tenacity
• Flexibility Communication
• Ability to Execute
Roles Responsibilities
• Data management
• Mail merging
• System updates
• Report pulling/building
• Coordinating meetings/schedule keeping
• Strategic planning
• Documenting and presenting
Must Have Skills
• MS Office (Word, Excel, PPT, Outlook) proficiency
• Tech savvy/able to troubleshoot tech issues
• Critical thinking
• Sales/Exec assistant experience (1-2 years)
• Personable with the ability to simultaneously complete back end/admin related tasks while maintaining a professional level of communication with clients.
• Excellent verbal and written communication (personality for phone calls and working with C-level executives)
• Ability to liaise with stakeholders of various seniority, and accommodate requests in a professional, timely manner
• Ability to work in a fast paced environment and pivot based on the requirements.
• Admin/office clerical experience
Nice to have skills
• CVENT
• Dealogic
• Salesforce
• SharePoint
Applicant Notices & Disclaimers
- For information on benefits, equal opportunity employment, and location-specific applicant notices, click here
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position's starting pay is: $31.36/hr.