Operations & Events Coordinator planning hybrid events and communications for the University of Alberta’s academic health sciences faculty. Supporting departmental marketing, public engagement, and event logistics.
About the role
- Events & Meeting Coordinator supporting pharmaceutical and biotech organizations through seamless in-person, virtual, and hybrid meetings. Coordinating logistics, vendors, participants, budgets, and documentation across life sciences service lines.
Responsibilities
- Support planning and execution of in-person, virtual, and hybrid meetings, including advisory boards, client engagements, and internal meetings
- Maintain project timelines, meeting plans, and event documentation
- Track budgets and support project administration
- Coordinate venues, travel, materials, and technology platforms
- Provide on-site and virtual meeting support
- Support engagement with Key Opinion Leaders and participants
- Coordinate across Medical Affairs, Commercial, PASS, GVA, and Insights service lines
- Track deliverables and communicate information across teams
- Maintain accurate timelines, deliverables, and event documentation
- Oversee registration, invitations, reminders, and participant communications
- Coordinate internal teams, healthcare professionals, and external vendors
- Assist with vendor contracts and payment processing
- Support post-meeting reconciliation, expense tracking, reporting, follow-up communications, and documentation
- Contribute ideas to improve event coordination processes and efficiency
Requirements
- Bachelor's degree in a relevant field and experience in health sciences
- 1–3 years of experience in event planning, meeting coordination, administrative support, or project coordination
- Experience supporting event logistics and coordinating multiple tasks simultaneously
- Experience in healthcare, life sciences, consulting, or professional services considered an asset
- Excellent organizational and time management skills
- Strong written and verbal communication skills
- Proficiency in Microsoft Office, particularly PowerPoint, Word, and Excel
- Ability to manage multiple priorities simultaneously
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