Job Description

We’re ready to kick off the new year by adding another GEM to our growing team. We’re striving to find someone who is friendly, flexible and dedicated to becoming an integral part of our team.

This is a remote position, and you must have your own laptop (laptop not provided). We will ensure your laptop is set up with proper security and necessary softwares for our document sharing. There will also be a requirement to travel 1-3 times per year to be onsite for various events. Travel expenses are covered by GEM (see below).

We’re looking for someone who wants to grow with us as this position may lead to a more full-time contract position.

Please know only resumes of applicants who have Event, Meeting or Conference education and/or experience will be considered.

The Events Coordinator will assist in a number of areas, including:

Registration Responsibilities – From creation to execution onsite

• Develop and manage online registration systems using various softwares (ex. STOVA and PheedLoop)
• Manage registrant communications
• Provide reports such as # of attendees, dietary requirements or demographics
• Set-up name badge template, populate with attendee names and manage printing
• Execute on-site/virtual registration process
• Prepare post-evaluation surveys
• Send certificates of attendance

Abstract Responsibilities – From creation to executing onsite

• Create and manage an online abstract submission and review process
• Communicate with and assist all participants
• Provide training and support for abstract reviewers
• Experience with static posters boards and printed posters
• Confirm/negotiate a local poster board provider
• Experience with e-posters
• Ready abstract content for a mobile app and e-posters for onsite terminals
• Manage set-up onsite e.g. poster boards
• Prepare materials based on lists from registration system
• Creation and dissemination of Certificates

Additional Responsibilities

• Speaker management (communications and collection of speaker materials – bios, pictures, disclosure forms etc.)
• Program management (collecting presentation titles, determine session set ups – keynotes, concurrents, panels, and adding program and speaker details to websites)
• Collection of sponsorship materials (logos, handouts, company info, etc.)
• Assistance with accreditation submissions/reporting

Skill Set

Must Haves:

• Strong Admin background
• Ability to work independently and think of next steps (bigger picture)
• Attention to detail
• Exceptional oral and written communication (English)
• Friendly and efficient customer service
• Strong organizational, multitasking and computer skills
• Proficient in Microsoft Office – e.g. OneDrive, Excel, Word and PowerPoint
• Basic math and accounting skills
• Ability to attend client meetings via Zoom or MS Teams

Nice to Haves:

• Experience with Website software, eg. WordPress, Drupal or WIX
• Experience with video editing eg. YouTube, Powerpoint or MS Video editor
• Experience with Adobe Creative Suite, eg. Photoshop, Adobe Professional and Illustrator
• Bilingual

Hours & Rates

This position is only available to people who can work with GEM as a sub-contractor and invoice GEM bi-weekly or monthly for their work.

Works Hours:
This position will be with the potential for more hours (full-time) in the future.

GEM’s working hours are between 8:00 am – 6:00 pm on Monday – Friday. So that communications between GEM and clients are made in a timely manner, email responses should be made within 18hrs. GEM has a standing 1-hour team meeting Tuesdays at 11:00am ET (which is flexible).

Wage:
$28-30 / hour plus HST (Wage is TBD based on experience).
Mileage, flights and accommodation will be covered when onsite as required.

Holidays:
Up to 4 weeks (20 days) with the following condition: Holidays cannot be taken up to 3 weeks prior to an event.

Reviews will be done at 6 and 12 weeks.

Start Date:
Monday, January 6th, 2025

How to Apply

Applications for this position will close Friday, November 29th at 5pm EST.

Please email your resume to shaina@gemstone-events.com by the application deadline for consideration.

Interviews will take place between 9am and 5pm EST December 9th and 10th. Only those who’ve been selected for an interview will be contacted. If a second round of interviews is necessary, they will take place on December 11th. Training for the successful candidate will begin January 6th.

Job Types: Part-time, Contract

Pay: $28.00 - $30.00 per hour

Expected hours: 10 – 20 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Experience:

• Basic math: 1 year (Required)
• Microsoft Excel: 1 year (Required)
• Microsoft Powerpoint: 1 year (Required)

Language:

• English (Required)

Work Location: Remote

Job Tags

Hourly pay, Holiday work, Full time, Contract work, Part time, For subcontractor, New year, Local area, Remote job, Flexible hours, Monday to Friday,

Similar Jobs