Ontario Medical Association

Events Support, Event Planning

Ontario Medical Association

contract

Posted on:

Origin:  • 🇨🇦 Canada

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Job Level

Mid-LevelSenior

About the role

  • Prepare and format event materials (e.g., agendas, name badges, sign-in sheets)
  • Maintain and update attendee lists and registration tracking spreadsheets
  • Support the setup, testing, and monitoring of online registration platforms (primarily Cvent)
  • Compile and organize speaker bios, headshots, and session descriptions
  • Assist with travel arrangements and maintain rooming lists
  • Track dietary and accessibility requirements for attendees
  • Schedule planning meetings and send calendar invites
  • Prepare and assemble event kits, folders, or welcome packages
  • Communicate with vendors and venues to confirm logistical details
  • Ensure event documents, branding, and collateral meet brand guidelines
  • Prepare pre- and post-event surveys, and compile and summarize feedback
  • Participate in a brief writing exercise and a short test to confirm proficiency in Microsoft Office applications as part of the selection process

Requirements

  • Proven administrative experience with exceptional attention to detail
  • Strong knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) — including mail merge, spreadsheets, and form creation
  • Comfortable using and learning technology, including virtual event platforms (Zoom, MS Teams) and online registration tools (Cvent experience is a strong asset)
  • Post-secondary education in Hospitality Management, Event Planning, or equivalent experience is an asset, but not required if administrative skills are strong
  • Excellent written and verbal communication skills, with strong time management and problem-solving abilities
  • Ability to multitask and stay organized while juggling multiple events — including last-minute requests
  • Familiarity with venues, vendors, or event industry terminology is helpful but not essential
  • As a condition of employment, OMA conducts background checks and reference checks for all open positions
  • Are you legally entitled to work in Canada for any employer without employer sponsorship and provide supportive documentation to confirm your status? (application question)