We are Recruiting! – Conference Coordinator
(with a focus on Attendee Experience & Programme Management)
The Company
A highly respected player at an international level, International Conference Services Ltd. (ICS), is a Professional Conference Organizer in business for over 50 years that works with national and international associations and organizations to host conferences, events & tradeshows. Our work is very purposeful - we are “connecting people to facilitate change in the world.”
Remote-First Work Environment
ICS employees work in a remote-first work environment. Our employees truly enjoy the flexibility that remote work brings, and we work hard as a company to stay connected through weekly all-hands meetings and annual in-person get-togethers. Remote work is an important part of our business strategy. There is an opportunity to work from our Vancouver, BC office.
The Culture
ICS operates in a true “team” environment - trust, support, and empowerment of each other are very important to our culture. We know that we work better as a team, and we regularly celebrate our collective accomplishments. We pride ourselves on being innovative, solution-oriented and are able to think outside the box, which keeps us all learning and growing as professionals together. We care deeply about creating exceptional experiences for our clients and pride ourselves on our many long-term relationships we have cultivated.
Role Overview
The Conference Coordinator plays a critical role in supporting conference operations through the management of scientific programs, speaker and abstract administration, attendee registration, and housing coordination. This position offers the opportunity to work closely with clients, organizing committees, speakers, delegates, exhibitors, sponsors, and hotel partners while contributing to the successful planning and delivery of international conferences.
The ideal candidate is highly organized, detail-oriented, technically proficient, and able to manage multiple priorities in a fast-paced environment while maintaining exceptional customer service and communication standards
Key Tasks & Duties
Registration & Attendee Experience
- Work closely with Project Managers to establish registration categories, rates, policies, and deadlines.
- Process delegate registrations, including attendees, exhibitors, sponsors, speakers, and committee members.
- Monitor and report registration performance and trends to Project Managers and clients.
- Prepare invoices and process refunds as required.
- Maintain accurate registration data and ensure conference websites and registration platforms remain current.
- Prepare attendee communications before, during, and after conferences.
- Coordinate post-conference evaluations, attendance certificates, and reporting.
- Prepare registration materials, including badges, tickets, vouchers, and participation records.
- Coordinate registration equipment, supplies, and onsite registration desk operations.
- Provide final registration reports and recommendations for future improvements.
- Deliver a high level of customer service through ongoing communication with delegates and stakeholders.
Housing & Accommodation Management
- Set up and maintain housing reservation systems.
- Manage rooming lists and communicate updates to hotel partners.
- Support delegates with accommodation inquiries and related logistics.
Scientific Program & Speaker Management
- Set up and manage online systems for abstract submission, review, scheduling, and notifications.
- Coordinate communications with organizing committees, speakers, abstract presenters, and other program stakeholders.
- Manage speaker invitation processes, track responses, and coordinate speaker replacements when required.
- Collect and manage all required speaker materials and presentations.
- Support the development and publication of scientific programs across websites, mobile applications, abstract books, and printed materials.
- Coordinate onsite speaker logistics, including registration, audiovisual requirements, slide submission, and speaker ready room processes.
- Develop and manage program timelines, including abstract deadlines, speaker milestones, and key conference dates.
- Provide recommendations and best practices to clients and Project Managers regarding program development and session formats.
- Support compliance with Continuing Medical Education (CME/CPD) and accreditation requirements where applicable.
Education, Experience & Skills required
- Some experience in conference, event, association, or meeting management.
- Strong project coordination and organizational skills.
- Excellent written and verbal communication skills.
- Ability to interact professionally with senior stakeholders, speakers, clients, and delegates.
- Strong technical aptitude with Microsoft Office Suite, particularly Excel.
- Demonstrated ability to learn and work with new software systems quickly.
- Exceptional attention to detail and accuracy.
- Ability to manage large volumes of communications and competing priorities.
- Strong customer service orientation and problem-solving skills.
Preferred
- Relevant education or coursework in event management, hospitality, project management, or a related field.
- Additional language skills are considered an asset.
Note: Travel to in-person conferences in the future may be required
The Benefits of Working at ICS
- Our employees work remotely on a permanent basis.
- As an employee you are provided all hardware including company laptop, monitor, headset, mouse, keyboard, and internet-based phone
- In addition to salary, we offer a monthly work from home allowance to help cover the cost of your home internet and home office expenses
- In addition to vacation time, employees receive a paid day off on their birthday each year
- Fun in-person employee get togethers each year
- ICS prides itself in providing career development opportunities
Salary Range:
- GBP 25,500 - GBP 27,000 (UK based)
- EUR 31,500 - EUR 34,000 (Austria based)
Job Types: Full-time, Permanent
Application question(s):
- What is your country of residence? Applicants should be located in Austria or the UK.
- Are you legally eligible to work in your country of residence?
- Do you have flexibility to work across different time zones?
- Please provide your desired salary range for the role (EUR 31,500 - EUR 34,000 for Austria or GBP 25,500 - GBP 27,000 for the UK)
- How would you manage your time and stay productive in a remote work environment?
Work Location: Remote
