Events Officer
About The Position
The Quebec Centre for Biodiversity Science (QCBS) is seeking an Events Officer to organize and execute all conference-related activities for a major international conference titled 'From Living Data to Ecological Intelligence' to be held in Montreal in June 2027. This event, co-organized with four other leading international biodiversity networks, is expected to attract between 600 and 800 participants. The Events Officer will be responsible for logistical planning and delivery, ensuring high-quality execution while enhancing the visibility and impact of QCBS. This role involves liaising with stakeholders, managing all logistical aspects, developing communications content, and overseeing the event budget.
Requirements
- Bilingual; excellent verbal and written communication skills, in both English and French.
- A master’s degree in a relevant field, such as Environmental Science, Conservation, or related discipline.
- Demonstrated experience delivering planning large-scale international scientific or academic conferences
- Strong project management expertise, including executing and budget management.
- Familiarity with university administrative environments (preferably within McGill University or similar institutions)
- Excellent stakeholder engagement and communication skills with proven ability to manage relationships with senior and international partners.
- Experience with conference platforms, online abstract submission and management systems, and hybrid/virtual event logistics.
- Knowledge of McGill financial procedures or comparable institutional financial frameworks
- Authorized to work in Canada and willing to work in the province of Quebec.
Nice To Haves
- A PhD would be an asset but is not required.
Responsibilities
- Plan and organize the conference project, including timelines and budget tracking.
- Provide recommendations on conference design, participant experience, and hybrid/virtual formats.
- Prepare post-event reports, including participant feedback, impact metrics, and recommendations.
- Draft event communications, including website content, registration systems, and promotional content in collaboration with the QCBS Communications Officer.
- Ensure communications align with QCBS and McGill branding and visibility objectives.
- Collaborate with and chair the scientific committee to structure the conference program.
- Oversee abstract submission processes, review, analyse, and interpret submitted abstracts, and manage peer review workflows and scheduling.
- Plan and organize the participation of high-level guests.
- Identify and liaise with venues, caterers, and service providers to support event delivery.
- Plan logistics for plenary speakers, including travel and scheduling.
- Provide guidance on visa processes for international participants.
- Attend and support on-site event delivery, ensuring logistics are carried out effectively.
- Act as a liaison between QCBS and external partners, including international biodiversity networks.
- Support sponsor relations and partnership agreements.
- Oversee and monitor the event budget in accordance with McGill financial procedures.
- Oversee expenditures and support financial reporting for the conference.
Benefits
- Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
- Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
- Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
- Competitive vacation policy
- Two (2) personal days
- Two (2) floating holidays
- Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
- Paid time off over the December holiday period
- Tuition waiver for regular employees and their dependents
- Up to two (2) days of remote work per week where the position permits
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What This Job Offers
Job Type
Part-time
Career Level
Mid Level
