Events Coordinator, Healthy Aging department

United Way British Columbia•Burnaby, BC

2d•CA$0 - CA$45•Hybrid

About The Position

UWBC’s Healthy Aging department is hosting the 2026 Healthy Aging Summit from October 26-28, 2026, at the Sheraton Vancouver Airport Hotel in Richmond. This hybrid event will bring together over 500 delegates from the Community-Based Seniors’ Sector (CBSS), older adults, caregivers, academia, and government to discuss innovations and challenges in healthy aging. The Events Coordinator, Healthy Aging, will report to the Director, Healthy Aging, and will be responsible for the leadership, planning, coordination, and execution of the Summit. This role involves collaboration with UWBC Summit planning committees, including UWBC staff, Ministry of Health representatives, and community members. This is a temporary full-time role scheduled to end on December 24, 2026, with potential for extension or early conclusion.

Requirements

Extensive experience in event management and project coordination and management.
Deep understanding of conference planning and the Community-Based Seniors’ Services (CBSS) sector.
Education and/or experience in event planning, communications, or public relations.
At least 3 years of experience in managing large-scale, multi-day conferences and hybrid events.
Advanced project management skills.
Stakeholder engagement skills.
Budgeting skills.
Event logistics coordination skills.
Evaluation and reporting skills, including actionable recommendations and comprehensive reporting to diverse stakeholders.
Three (3) years demonstrated experience in event management including large, multi-day events and/or conferences of greater than 500 delegates.
Demonstrated project management skills, including planning, prioritizing, setting timelines, and driving the delivery of work on time and budget.
Knowledge of and direct experience working with the Community-Based Seniors’ Sector (CBSS).
Ability to ensure all event logistics are properly budgeted, estimated and scheduled.
Experience with virtual/hybrid event management.
Experience working with external vendors and securing sponsorship for events.
Self-motivated and an ability to work independently and as part of a team.
Commitment to Diversity, Equity, Inclusion and Belonging, with the ability to apply an inclusive lens in all aspects of the role.
Demonstrated ability to work safely and effectively with diverse populations.
Excellent written, verbal, and interpersonal communication skills.
Strong time management skills and the ability to independently manage, coordinate, and prioritize multiple projects and responsibilities concurrently.
Proficiency with relevant technology (databases, spreadsheets, project management tools, word processing etc.) including the use of Microsoft Office Suite tools.
A commitment to building healthy, caring and inclusive communities, internally and externally.
Embodying the organization’s core values to be collaborative, compassionate, strategic, responsive, accountable and inspiring.
Ability to navigate ambiguity and comfortably operate in it.

Nice To Haves

Certificate in project management is an asset (CAPM, PMP, etc.).
Sponsorship experience is an asset, ideally as it relates to event management or procurement of in-kind sponsorship.

Responsibilities

Manage Summit planning committee project timelines, track progress and ensure committee deliverables are achieved.
Lead Summit planning committee meetings including administration, communication, agenda preparation, meeting material coordination and meeting facilitation.
Ensure strong coordination of multiple sub committees, inclusive of UWBC staff, Ministry of Health representatives and community members.
Lead the creation and implementation of project plans; develop conference content and programs including keynote speakers, plenary discussions and workshops.
Manage event logistics with venues, including meeting and hotel rooms, catering, audio visual, etc.
Develop communication plans for event invitees and external public audiences, including print and/or online marketing materials and/or social media.
Support media relations and the key relationships with media as related to the Summit.
Develop and monitor budgets, including travel bursaries and associated expense policies.
Develop exhibitor and sponsor packages and liaise with exhibitors/sponsors.
Lead the identification and coordination of Summit content speakers, workshop facilitators and training providers.
Manage event logistics on the days of the events, including registration and on-site support.
Recruit and manage volunteers.
Design, develop, and implement comprehensive evaluation frameworks and tools (e.g., surveys, feedback forms, interviews, and data collection methods) to assess participant experience, outcomes, and overall Summit impact.
Analyze evaluation findings and produce actionable insights and recommendations for future programming, including the creation of policies and procedures for future events.
Lead the development of a comprehensive, audience-ready final report and any other required executive summaries that synthesize evaluation findings, participant feedback, key outcomes, and Summit impact.
Participates in UWBC Healthy Aging team meetings as required and leads 2026 Summit planning committee meetings.
Performs other duties related to the qualifications and requirements of the job.