Role Summary

To strengthen our Conference team, we are looking for highly organized and detail-oriented individuals who are eager to contribute to the planning and delivery of international academic conferences and corporate MDPI marketing events. This is a full-time, in-office, entry-level, and permanent position based in our Toronto office.

The Conference Organizer drives the planning and delivery of in-person and online academic conferences and MDPI marketing events for the EU/NA Conference team, ensuring high-quality execution that enhances the global visibility of the MDPI brand, its journals, and its open access mandate.

As a Conference Organizer, you will:

• Oversee the planning and delivery of multiple academic conferences annually, including logistics, programme development, marketing, on-site (or online) execution, post-event reporting, and financial reconciliation;

• Coordinate and liaise with all event stakeholders, including Chairs, journal editors, speakers, attendees, societies, partners, and external vendors;

• Manage event platforms (websites), including abstract submission workflows, registration processes, and payment handling;

• Support market research and feasibility assessments for potential events in collaboration with the Conference team;

• Assist in developing and executing marketing and promotional plans, including coordination of design and communication assets;

• Work closely with the design team to produce visual and marketing materials for events;

• Support contract coordination with external vendors in alignment with budgets and under the supervision of Conference Managers;

• Process abstracts and support the development of scientific programmes in collaboration with Chairs and Conference Managers;

• Track event budgets, including revenues and expenses, and support financial reconciliation processes;

• Support sponsorship coordination, including communication with sponsors and integration of deliverables into event logistics;

• Assist with on-site and virtual event execution, ensuring smooth delivery and troubleshooting operational issues;

• Maintain accuracy of event data across internal systems, including registrations, abstracts, and payments;

• Contribute to the continuous improvement of internal processes and recommend efficiencies to enhance event delivery and stakeholder satisfaction;

• Ensure a high-quality experience for all stakeholders, including speakers, attendees, and partners, through strong coordination and communication.

Requirements:

Education

• A Bachelor’s degree is required;

• A Bachelor’s or Master’s degree in Event Management, Hospitality, Tourism, Communications, or a related field is preferred;

• Certification or accreditation in event management is required;

• A Master’s degree is considered an asset.

Skills and experience

• 2–5 years of experience in event coordination or event management is required;

• Experience managing multi-stakeholder projects or events is required;

• Experience with academic or corporate events is an asset;

• Strong proficiency in Microsoft Office 365;

• Experience with online registration or event management systems (e.g., Sciforum or similar);

• Strong project coordination and organizational skills with excellent attention to detail;

• Strong communication and stakeholder management skills;

• Ability to work in a fast-paced, international environment with shifting priorities;

• Experience in budget tracking or financial reporting is an asset;

• Additional languages are considered an asset.

Soft Skills

• Strong organizational skills and attention to detail;

• Excellent communication and interpersonal skills;

• Strong problem-solving and analytical thinking;

• Customer-service mindset and stakeholder focus;

• Adaptability and flexibility in a fast-paced environment;

• Ability to manage multiple priorities effectively.

Compensation

The salary range for this position is $52,600 per year, commensurate with experience and qualifications. MDPI Canada also offers a comprehensive benefits package in accordance with company policies.

Join MDPI Canada?
This is an exciting entry-level opportunity to join a global publishing company with a collaborative, fast-paced environment. We offer professional development opportunities, exposure to diverse projects, and the chance to grow your career within a multinational organization.

MDPI Canada is an equal opportunity employer. We are committed to fostering a diverse and inclusive workplace and welcome applications from all qualified individuals, including those from underrepresented groups.

In accordance with the Ontario Human Rights Code and the Accessibility for Ontarian with Disabilities Act (AODA), MDPI Canada is committed to providing accommodations throughout the recruitment, selection, and employment process. If you require accommodation at any stage, please contact us and we will work with you to meet your needs.

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