Registration and Scientific Program Coordinator

Description du poste

We are seeking a Registration and Scientific Program Coordinator to join our team specializing in the organization of scientific and corporate events. This person will play a key role in setting up, monitoring, and executing registration and abstract submission processes, working closely with clients and the internal team.

Principales responsabilités - Coordination des inscriptions et des résumés

• Manage event email inboxes and respond to participant inquiries
• Configure and manage registration and submission platforms (custom fields, consents, data collection)
• Track registrations, modifications, and cancellations, and produce regular reports (registration + budget)
• Prepare and send visa letters when required
• Process registrations according to fee categories, taxes, and quotas
• Participate in client meetings

Coordination client et interne

• Understand the specific objectives and needs of each event
• Maintain continuous communication with the client and project manager
• Provide regular progress reports

Gestion des résumés

• Coordinate evaluations according to established criteria
• Send acceptance letters, follow up on responses, and manage reminders
• Keep tracking spreadsheets up to date

Gestion des présentations et des affiches

• Assign poster numbers and coordinate logistics with the project manager
• Draft and send clear instructions to presenters
• Handle special requests and manage on-site no-shows

Logistique d’inscription sur place (événements en présentiel)

• Plan staffing and material needs for on-site registration
• Organize the on-site registration system (badges, lanyards, printers, etc.)
• Manage check-in/check-out processes and attendance tracking
• Document no-shows for the final report
• Be on-site to supervise in-person registrations

Après l’événement

• Send participation or presentation certificates
• Participate in post-mortem meetings with the client
• Produce final registration and financial reports

Exigences

• Proficiency in at least one registration and abstract management platform (mandatory)
• Knowledge of Fourwaves is a significant asset
• Fluency in French and English, both written and spoken
• Excellent communication, client service, and attention to detail
• High level of rigor, autonomy, and ability to meet strict deadlines
• Flexibility to adapt to frequent changes
• Proficiency in office tools (Excel, Google Sheets, etc.)

Ce que nous offrons

• A dynamic, caring, and collaborative work environment
• Full-time remote work
• Flexible schedule
• Employer RRSP contribution
• 3 weeks of vacation per year + 2 additional weeks at Christmas
• Comprehensive group insurance plan
• Fun social activities