Julie Begbie, CEO and Senior Event Manager

Our founder, Julie’s experience planning conferences to the highest standards for over 15 years have set the bar high for any event that Coherent Solutions takes on. A passion for creating lasting, sustainable systems that ensure repeated success mean that Julie’s ready to hit the ground running for any project thrown our way.

e-mail: [email protected]

Hours:

Minimum 25 hours/week (possibility of increasing to full-time)

Monday to Friday

Flexible hours, however, the expectation is that the individual be available a minimum of 4 days a week in a typical week and maintain predictable hours with most hours between 9 and 4. May increase on event days.

Job Summary

The Administrator and Registrar is a role split between management of registration for Coherent Solutions-managed events and general administrative support for the Coherent Solutions CEO.

The Registrar responsibilities would encompass monitoring registrations, managing attendee care and correspondence at our events, and assisting with registration setup and execution onsite, all under the supervision of the Event Manager for each event.

In the Administrator portion of the role, the individual in this role would become the ‘right-hand’ of our CEO – assisting in a multitude of Coherent Solutions activities, initiatives, and improvements as well as standard administrative duties.

Like all Coherent Solutions team members, the Administrator and Registrar also shares responsibility for the overall improvement and sustainability of Coherent Solutions and is asked to identify areas for improvement and contribute to policy and procedure development.

Responsibilities

Registration

• Monitor registration inboxes.
• Support registrants with questions/concerns.
• Develop expertise in registration systems employed by Coherent Solutions.
• Communicate with registrants.

Administration

• Support execution of Social Media Strategy for Coherent Solutions.
• Support execution of initiatives that will allow us to work smarter and more efficiently (Procedures, Checklists, Guidelines, Policies, Resources)
• Support document management for the Coherent Solutions Team.
• Perform duties typical of an Executive Assistant for the CEO such as travel booking, and calendar management support.

May be called upon to act as backup for, or perform duties associated with Event Staff.

Qualifications

This individual will be…

• Excited about contributing to the growth and development of our full-service event management firm (i.e. a keener + team player!).
• Tech savvy (i.e. can quickly pick up a new platform and have optimized the use of the ones already used. Bonus if already a Microsoft environment whiz).
• Someone who takes the initiative and works well independently (i.e. have the confidence to know when you can solve the problem– or find the right resources to figure it out, but also the wherewithal to know when it’s time to flag issues).
• Someone with an eye for detail and design (i.e. REALLY care if the headings don’t line up. Bonus if have Adobe Suite experience).
• Super organized.
• Bilingual (not essential, but a huge bonus).
• Experienced. Ideally 1-2 years of experience in event administration or equivalent.

If you’re ready to embark on an exciting journey with us, we want to hear from you! Send us your resume and a brief cover email outlining why you’d be a perfect fit for our team: [email protected].

Deadline to apply: May 10, 2024.