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Conference & Event Manager
Temporary Full Time Position (maternity leave)
Podium Conference Specialists, a division of De Armond Management Ltd., has a temporary full time position open
for a new team member.
Your time will be spent managing the production and planning of national and international scientific conferences.
Suitable candidates must have excellent interpersonal, planning, communication, website, social media, time and
priority management skills. A broad knowledge of event planning and production processes and a strong
understanding of conference and event management techniques are definite assets. Preference will be given to
candidates with post secondary education in business or conference/event management.
This is an exciting fast-paced position offering a great deal of variety and exposure to a diverse group of clients and
events and the partners that support these events. You must enjoy working to tight deadlines and on multiple
projects with finite completion dates. Your previous professional industry experience combined with excellent
organizational skills, a values-based, customer service orientation and a belief that ‘work’ truly can be ‘fun’ will
make you a positive addition to our team.
Position Description
Overview:
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To oversee conference and event development up to and including the on-site coordination and post event
completion;
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To manage delegated conferences through to post event reporting;
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To support and drive the agenda with related event planning committees, where needed;
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To support DM Ltd in achieving goals related to corporate well-being, community involvement, profile and
respect, and industry and client reputation.
Salary & Benefits:
De Armond Management Ltd offers a competitive salary and employment benefits package.
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Hours of Work:
Full time, Monday to Friday;
Flexible and long hours are a norm with this industry and are to be expected with this position.
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Commencement and Term:
This position is available as early as May 1, 2015 for a term of approximately 6 months.
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Reports To:
Company President (Marischal De Armond)
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2661 Queenswood Drive, Victoria, BC, V8N 1X6 Canada
T 250 472 7644 F 250 472 7664 E [email protected] W dearmondmanagement.com
Essential Qualifications:
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Previous experience in managing events and conferences;
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Excellent verbal, written, interpersonal and relationship building skills;
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Excellent conference planning skills in managing abstracts, calls for papers, trade shows, posters, logistical
coordination, marketing and communications;
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Strong understanding of basic Association affairs, including membership support, annual meeting, officer
elections and other related activities;
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Focussed, strategic approach to pursuing and selling sponsorships, exhibit opportunities and other related
revenue generating opportunities;
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Strong computer skills in a Microsoft and Mac environment including: Word, Excel, PowerPoint, Pages,
Numbers and Keynote;
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Good proficiency in website maintenance, Social Media and communications planning;
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Strong organizational skills with the ability to re-assess priorities and juggle multiple projects;
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Creative problem solver;
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Ability to create and manage project planning systems;
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Team player with a strong customer service orientation and values-based attitude;
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Ability to work under pressure and on events with finite completion dates;
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Professional presence in all aspects of position requirements.
Preferred Qualifications: (Non-Essential Assets)
Post-secondary education in business or event management;
Technical comfort working and managing websites in a variety of platforms (including Conference Manager,
WordPress, SilkStart and others);
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Experience working in an Office 365 environment with tools such as SharePoint;
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Communications experience working with Direct Marketing systems like myEmma and developing promotional
materials in Adobe products;
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Social media skills;
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Own transportation.
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Overview of Position Duties
Project and Event Management - 75%
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Work with clients to provide direction and support for their event planning process (including project work
plan, timelines and budget);
Develop, maintain and implement multiple project timelines for a variety of scientific, academic and research
conferences;
Participate in and/or lead client meetings (i.e. committees, boards, etc.) to support the event planning and
other client support processes;
Work with event planning teams to plan and prepare for events;
Provide event coordination services, in consultation with clients, including but not limited to: site identification,
event marketing and promotion, supplier relations (ie. audio visual, signage, show services, catering, venue
décor, merchandise, transportation, off-site events, et al), printing, volunteer recruitment, site management,
project evaluation and other relevant tasks;
Work with event participants (speakers, sponsors, delegates, exhibitors, et al) to ensure their needs are met
and exceeded;
Develop and maintain a variety of databases (i.e. registration, abstract submission, membership, et al) specific
to projects;
Develop project-based Fundraising, Marketing and Communications plans, in consultation with DM Ltd
principals and client representatives;
2661 Queenswood Drive, Victoria, BC, V8N 1X6 Canada
T 250 472 7644 F 250 472 7664 E [email protected] W dearmondmanagement.com
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Coordinate the design, production and printing of marketing and conference materials including websites,
brochures, posters, flyers, programs, ads, etc.;
Integrate and manage social media campaigns for conference promotions;
Prepare marketing and presentation materials (including PowerPoint), as required;
Create and send conference communication messages to delegates;
Work with clients to identify and secure fundraising, grant, exhibits and/or financing opportunities;
Develop sponsor and donor lists appropriate to various events and projects;
Work with sponsors and donors to deliver on promised benefits associated with their involvement with events
and projects;
Manage a variety of tools and systems (i.e. Conference Manager, WordPress, myEmma, SilkStart) used by DM
Ltd in working with clients, and provide assistance to clients and delegates with respect to these systems;
Provide on-site conference management services (i.e. registration, sponsor/exhibitor communication, etc.);
Close out events by producing appropriate letters of thanks, questionnaires, reports and analysis’,
recommendations.
Administrative - 25%
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Identify and manage office efficiency procedures (ie. logs, templates, et al);
Respond to calls and faxes to the office;
Service on-line, mail/fax and in person registrations, memberships and other inquiries (i.e. abstract
submissions);
Develop and maintain templates and procedures for efficient use of standard documents from event to event;
Maintenance and upkeep of the Podium website, as required;
Maintain corporate contact database;
Provide administrative support, as required and other duties as assigned.
About De Armond Management Ltd
DMLtd is a Victoria based company which encompasses three distinct divisions, each with their own staff and
services.
Division 1, Podium Conferences & Events, has been planning, organizing and delivering exceptional national and
international scientific conferences for a wide range of clients. Event management stands at the core of this division
and from this position we offer clients a continuum of products and services.
Division 2, Conference Manager, is an award-winning online registration, abstract submission and membership signup application designed specifically to meet the needs of conference organizers. In partnership with our Podium
Conferences & Events division, Conference Manager simplifies our clients’ event planning by including all data in
one integrated package.
Division 3, CMT Environmental Control, has been in the business of manufacturing high-quality hand crafted air
filters since the mid 1980’s. This division’s mission is to provide high-quality hand crafted air filters for the wind
energy industry and for residential service providers, and the vision is to maximize air quality in both the wind
energy industry and residential homes by reducing the various allergens, pollutants and other airborne
contaminants.
Thank you for your interest. Please note that only those candidates under active consideration will be contacted.
2661 Queenswood Drive, Victoria, BC, V8N 1X6 Canada
T 250 472 7644 F 250 472 7664 E [email protected] W dearmondmanagement.com