Events Administrator

Imagine
a job where
YOU
can utilize your exceptional interpersonal skills to liaise effectively with both internal and external teams.
Add a great collaborative team, a challenging variety of work, excellent work life balance, and you have imagined a job at the
CLHIA .
About the CLHIACLHIAis the
respected voice
of Canada's Life and Health insurers. Our work concerns the lives of all Canadians. We work alongside our members to advance public policy solutions that ensure a sound and vibrant life and health insurance industry that allows Canadians to enjoy greater financial security and access to valuable supplementary health benefits. Every day at the CLHIA, we bring:
our authentic selves to the jobour best ideas to every challengeour open minds to other perspectivesour full trust in one another’s abilitiesour commitment to exemplify respect, accountability, teamwork, and excellence in how we work together;
andour genuine enthusiasm for a job well done – whether it’s your own achievement or someone else’s.
We are a stable and secure association that has been busier than ever. We are a small close-knit team that works together to make sure the association runs smoothly. This position is currently a hybrid position where you are expected to attend our Toronto office at least 2 days a week.
The Right FitWe believe the kind of person you are matters. We have a culture of respect and caring, and we want employees who will thrive in our environment. When we hire, we consider your potential and how you may fit with our team.
You will succeed here if you are:An excellent communicator
– you will be collaborating with not only our internal team but with stakeholders and member companies. Your ability to communicate clearly and with several different parties will support your success.
Independent
– you are self-motivated and manage your time well. You are able to organize your day to meet often conflicting priorities and deadlines.
Flexible
– this is a position where you will have to approach an issue through different angles and the ability to analyze a situation or problem.
The Position:We are currently recruiting for an Events Administrator. This role will report to the Director, Events and Public Affairs and is responsible for coordinating sponsorship and exhibitor activities, event communications and marketing, technology and administration, and on-site logistics. The Administrator works collaboratively with internal subject matter experts, member companies, suppliers, and other stakeholders.
If you enjoy seeing an event come together from planning through execution, this role offers the opportunity to contribute to engaging, high-quality events and experiences. We’re looking for someone who is organized, proactive, and collaborative, with a strong eye for detail and the ability to manage multiple priorities while providing excellent support to sponsors, exhibitors, attendees, and other stakeholders.
Team members benefit from:The expected annual base salary is $63,000 with some flexibility depending on the experience and skillset of the candidate.Employer-paid health, dental, extended health, and paramedical benefits (including virtual services)A defined contribution pension plan with employer matchingHybrid work arrangement based in Toronto.
What you will be working on:Sponsorship & Exhibitor CoordinationCoordinate sponsor and exhibitor onboarding, communications, registrations, deliverables, benefits, records, and promotional assets.Support sponsorship and exhibitor programs, including booth allocation, exhibit hall logistics, shipping, venue coordination, and sponsor recognition.Respond to sponsor and exhibitor inquiries and track requirements throughout the event lifecycle.Prepare status reports and support post-event analysis and recommendations.
Data & Event TechnologyMaintain accurate event, sponsor, exhibitor, and contact records and distribution lists, ensuring CASL compliance.Support the setup, testing, and maintenance of registration systems, event websites, mobile apps, and other event technology.
Communications & MarketingMonitor the Events mailbox and respond to or triage registration, sponsorship, exhibitor, and attendee inquiries.Coordinate event marketing and communications, including email campaigns, social media, registration launches, announcements, and promotional materials.Prepare, proofread, and update event content across websites, registration platforms, event apps, signage, agendas, presentations, and attendee communications.Coordinate marketing assets, translations, and bilingual content, ensuring accuracy, consistency, AODA accessibility, and brand compliance.
Planning & AdministrationCoordinate planning meetings, event calendars, contracts, invoices, payment tracking, vendor information, and other event documentation.Maintain event records, project files, reports, and tracking tools to support planning and post-event reporting.Follow up on outstanding payments and deliverables with registrants, sponsors, exhibitors, vendors, and internal stakeholders.
Event & On-Site SupportLead exhibitor registration and exhibit hall setup and management for assigned events, and provide backup support for attendee registration and event logistics.Coordinate shipping, event supplies, venue requirements, badge printing, and logistics for events and smaller programs.Support post-event activities, including inventory reconciliation, outstanding commitments, attendee follow-up, and lessons learned.Ensure event materials, reports, and deliverables are accurate, complete, and thoroughly reviewed.
What you will bring:Diploma from a recognized Community College with 2+ years’ related experience or equivalentPrevious financial services experience, knowledge of the life and health insurance industry and/or association experience is considered an assetIntermediate to advanced MS Office skills (Word, Excel, PowerPoint, SharePoint, MS Planner), Canva and/or Adobe Pro.Experience using event registration tools preferredSome working knowledge of electronic document management systems an assetDemonstrate good understanding of discipline with related technical skillsCommunication skills (verbal, written, digital), including the ability to effectively build relationships and work collaboratively with individuals at all levels within and outside the AssociationAbility to problem solve, assess issues, develop options and make decisions to respond quickly and independently and to know when to escalation issuesOrganization, project and time management skills to handle multiple projects, including those with tight timelines and changing prioritiesAccuracy and attention to detail and proficiency working with databases and learning new systemsBilingual (English, French) language skills may be requiredCertifications (e.G., CMP, DES, PMP) an asset
The CLHIA does not use artificial intelligence to screen, assess, or select applicants.
The CLHIA is committed to ensuring fair and inclusive employment practices. On request, we provide accommodation for applicants with disabilities in accordance with the requirements of the Accessibility for Ontarians with Disabilities Act, 2005 and Quebec’s disability rights legislation. If you require accommodation, please advise us.
We thank all applicants for their interest. However, only those applicants selected for an interview will be contacted.
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