Conference Organizer

MDPI Canada•Toronto, ON

11d•Onsite

About The Position

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.

Requirements

A Bachelor’s degree is required
Certification or accreditation in event management is required
2–5 years of experience in event coordination or event management is required
Experience managing multi-stakeholder projects or events is required
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

Nice To Haves

A Bachelor’s or Master’s degree in Event Management, Hospitality, Tourism, Communications, or a related field is preferred
A Master’s degree is considered an asset
Experience with academic or corporate events is an asset
Experience in budget tracking or financial reporting is an asset
Additional languages are considered an asset

Responsibilities

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