Conference Coordinator
Join a Team Where Impact Matters
At BUKSA, we’re more than event strategists – we’re partners, problem solvers, and experts who craft exceptional, memorable experiences. As a Conference Coordinator, you will collaborate with a dedicated team, committed to making client project exceed expectations.
What You’ll Do
Working with a Conference Manager, you’ll be involved in planning and executing in-person and virtual events. Your role is to help bring clarity to complex logistics, ensuring every element runs smoothly from beginning to end. With the support of a close-knit team, you’ll handle vendor relations, speaker coordination, attendee management, and on-site logistics.
Event Planning & Execution:
Developing project timelines and drafting event budgets.
Coordinating speaker logistics, including travel, accommodations, and agreements.
Managing venue arrangements, encompassing catering, audio-visual setups, and on-site oversight.
Building and managing event registration systems, providing customer service support, and generating live reports.
Executing both in-person and virtual events, ensuring seamless day-of operations.
Marketing & Communication:
Creating event websites and promotional materials, including email campaigns and social media content.
Collaborating with designers and printers on marketing collateral.
Drafting and managing sponsorship and exhibitor initiatives, including grant applications and relationship development.
Preparing and distributing interim and final reports, as well as post-event evaluations.
Client & Team Collaboration:
Supporting Project Managers in delivering projects, consistently seeking clarity and providing updates.
Scheduling and preparing materials for committee and internal team meetings.
Actively integrating client feedback into project execution and improvements.
Assisting other Conference Coordinators and Project Managers as needed.
Process Adherence & Improvement:
Following established processes and standards while seeking opportunities for optimization.
Managing the filing system and ensuring accurate data recording aligned with company standards.
Maintaining up-to-date time tracking and aligning purchasing decisions with project budgets.
Technology Utilization:
Embracing and utilizing event platforms, including Zoom, sli.do, SurveyMonkey, and virtual conference tools.
Proactively seeking ways to automate tasks and simplify workflows using technology.
Conducting pre-onsite validations of logistics, communications, and event tools to meet client expectations.
Financial Management:
Understanding the scope of work and task-time allocation for each project.
Exercising sound judgment when proposing purchases, ensuring alignment with project budgets and timelines.
Monitoring and managing costs related to logistics, venues, and supplies.
Professional Growth & Relationships:
Building strong relationships with colleagues and contributing to a collaborative team environment.
Regularly reflecting on lessons learned from past projects to improve future service delivery.
Investing in continuous learning and professional development opportunities.
Who You Are
A Strategic Visionary: As a strategic thinker, you don’t just look for solutions – you create them. You anticipate needs, think two steps ahead, and deliver results that reflect BUKSA’s standard of excellence.
You Have the Heart of a Caregiver: You care deeply about people and understand the importance of making all feel seen and heard. You prioritize collaboration and embrace different perspectives to create an environment where everyone feels respected and valued.
You Have the Spirit of an Explorer: Eager to take on challenges, you see every event as an opportunity to learn, grow, and explore new possibilities.
And of course, alignment with our Core Values:
We’re a Partner at Your Table: You’ll engage deeply with clients, understanding their unique goals and holding yourself accountable for their success.
Problem Solvers: Your proactive nature and quick thinking make you invaluable to our clients, handling details so they can focus on what matters.
We Make You Look Good: Your commitment to exceptional service means clients and guests will remember BUKSA’s professional, polished approach.
Work Hard and Get It Done: You’re driven to go above and beyond, putting in the effort to ensure every project is a success.
As well…
1-3 years of experience working directly in event planning, either with an agency or at a corporate.
Exceptional written and verbal communication skills. A professional-level command of English is essential for this role.
Excellent Powerpoint, Word and Excel Skills. Experience utilizing tools such as Zoom and online survey platforms (such as Survey Monkey or Typeform) is preferred.
A commitment to bringing a proactive, solution-focused approach and a desire to grow your leadership skills.
What’s In It For You
Join an entrepreneurial and inclusive culture that allows you to be your best self and do your best work.
Consistent coaching and feedback to help you develop in your role, your events career, and your leadership skills.
Transparency and visibility into your progress and what you need to do to achieve your goals.
Accountability to performance excellence.
A designated workspace and free parking at our beautiful brand-new office in Queen Mark Park.
Educational allowance to pursue courses, attend events, or designations in relevant professional societies and organizations.
Extensive health benefits, including access to an employee assistance plan.
Ready to Apply?
If you’re excited to contribute to a team where dedication, empathy, and adventure shape every experience, apply by sending your resume and cover letter to careers@buksa.com.
We appreciate the time it takes to apply for a role and thank all applicants, however, only those selected for an interview will be contacted.
We recognize that our people are our best asset and that they are directly linked to our success. We are an equal opportunity employer and place a high value on diversity and inclusion at BUKSA. We do not discriminate on the basis of any protected attribute, including race, religion, colour, national origin, gender, sexual orientation, gender identity, gender expression, age, marital or veteran status, pregnancy or disability, or any other basis protected under applicable law. In accordance with applicable law, we make reasonable accommodations for applicants' and employees' religious practices and beliefs, as well as any mental health or physical disability needs.