Job Board

Mining For GEMs!

Now Hiring a Registration & Abstract Coordinator
Application Deadline:  Monday, January 16 at 5pm EST

REGISTRATION & ABSTRACT COORDINATOR

Remote Sub-Contract Position
Part-Time
Start Date:  Wednesday, February 1, 2023

Overview

It’s time to add another GEM to our team!  If you’re an insightful individual who is friendly and adaptable, we invite you to review the information below to determine if working with us would be a good fit.  We would like someone we can rely on to work with our clients as an extension of GEM, and hopefully this someone will have the desire to become an integral part of our team!

This is a remote position, and you must have your own laptop (laptop not provided).  We will ensure you have proper security and the current OneDrive software installed on your laptop.

Responsibilities

The Registration and Abstract Coordinator will primarily coordinate the following two areas:

Registration Management

  • Develop and manage online registration system (Aventri)
  • Manage registrant communications
  • Provide reports such as # of attendees, Dietary requirements or Demographics
  • Set-up, print and organize name badges
  • Execute on-site/virtual registration process
  • Creation and dissemination of Certificates

Abstract Management

  • Create and manage an online abstract submission and review process
  • Communicate with and assist all participants
  • Provide training and support for abstract reviewers
  • Experience with static posters boards and printed posters
  • Confirm/negotiate a local poster board provider
  • Experience with eposters
  • Ready abstract content for a mobile app and e-posters for onsite terminals
  • Manage set-up onsite e.g. poster boards
  • Prepare materials based on lists from registration system
  • Creation and dissemination of Certificates

At GEM, these processes are created, managed and executed electronically, mostly using our Aventri Event Management software. Training will be available and Aventri has a robust support line, should you have any questions.  You will need to have the ability and willingness to learn this software and /or preferred software that our clients use eg. Pheedloop, Whova.

 

Skill Set

“MUST” HAVES:

  • Strong Admin background
  • Ability to work independently
  • Exceptional oral and written communication
  • Friendly and efficient customer service
  • Strong organizational, Multitasking and computer skills
  • Proficient in Microsoft Office – e.g. OneDrive, Excel, Word and PowerPoint
  • Basic math and accounting skills
  • Ability to attend client meetings via Zoom or MS Teams
  • Ability to travel and work onsite if required

“NICE TO” HAVES:

  • Previous event experience (registration management, abstracts, accreditation)
  • Bilingual

Hours & Rates

This position is only available to people who can work with GEM as a sub-contractor and invoice GEM bi-weekly or monthly.

Works Hours:  
This position will be up to 20 hours per week.

We ask that you work between 8:00 am – 6:00 pm on Monday – Friday, so that communications between GEM and clients are made in a timely manner, ideally within 30 hrs.

Wage:      
$28-30 / hour plus HST (Wage is TBD based on experience)

Holidays:  
Up to 4 weeks (20 days) with the following condition:  If you are to be onsite for an event, holidays cannot be taken up to 3 weeks prior.

Reviews will be done at 6 and 12 weeks, with a potential bonus at 12 weeks.

How to Apply

Applications for this position will close Monday, January 16 at 5pm EST.

Please email your resume to bobbi@gemstone-events.com by the application deadline for consideration.

Interviews will take place between 9am and 5pm EST on Thursday, January 19th.  Only those who’ve been selected for an interview will be contacted.

Apply Now