Administrative & Events Coordinator

Transcend Specialized Dentistry • Vancouver, BC

3d • CA$30 - CA$34 • Onsite

About The Position

The Administrative & Events Coordinator is the operational hub of our education and events programming. You will coordinate courses and events from planning through post-event documentation, manage registrations and memberships, support our executive team, keep records accurate and current, and follow up on outstanding tasks so nothing falls through the cracks. This is a role for someone who works hard, stays organized, and takes pride in getting every detail right. We run approximately two courses or workshops a month, along with monthly webinars and two major events a year, including an annual gala that takes months of planning and flawless execution. Event days are busy and hands-on, and occasional weekend coverage is balanced with time off during the week.

Requirements

• Minimum 2 years' experience in administration, operations, or coordination
• Demonstrated success managing registrations, records, projects, or event logistics
• Exceptional organization, attention to detail, and follow-through on deadlines
• Strong interpersonal, written, and verbal communication skills
• Tech-savvy and quick to learn new tools
• Track record of reliability and consistent performance

Nice To Haves

• Events, continuing education, dental or healthcare, or professional services experience preferred
• Experience with Asana, Mailchimp, Zoom webinars, or event and registration platforms

Responsibilities

• Manage day-to-day administrative workflow, task tracking, and follow-ups
• Maintain shared calendars, project timelines, and deadlines; prepare reports and summaries
• Manage incoming inquiries and direct requests to the appropriate team member
• Keep records, checklists, and documentation organized and current
• Process program registrations, renewals, transfers, cancellations, and waitlists
• Monitor payments and keep participant and membership records accurate
• Coordinate confirmations and onboarding communications
• Coordinate courses, hands-on workshops, and webinars, including setup, reminder emails, and speaker and venue logistics
• Prepare participant materials, name badges, and registration packages
• Support events on-site
• Complete post-event administration such as attendance records, CE certificates, recordings, and feedback surveys
• Support executive scheduling, engagement logistics, and travel bookings
• Prepare invoices, track payments, and organize receipts and financial documentation
• Help keep our website and registration information accurate and up to date
• Provide occasional front desk coverage as a client concierge when needed
• Manage a shared inbox and keep communications prompt, professional, and on track
• Coordinate communications with speakers, sponsors, partners, and members, escalating where appropriate

Benefits

• Competitive compensation with performance-based bonus opportunities
• A tenure-based benefits program that grows with you, including health and wellness spending, retirement contributions, and increasing time off
• In-house dental care
• Covered parking downtown
• A paid birthday day off
• Comprehensive onboarding
• Ongoing training and professional development

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed