Conference Coordinator

About BUKSA

BUKSA / Conferences + Associations has spent over 30 years earning a reputation for doing what most event firms can't: combining rigorous project management with genuine stakeholder care, so our clients look good and their audiences feel it. We partner with associations, universities, governments, and corporations across Canada - delivering a large portfolio of events annually on budget, on time, and to a standard our clients describe as "the best we've attended." We're a boutique team with big-agency capability, and we're proudly 100% Canadian and women-owned and operated.

About The Position

The Conference Coordinator reports to a Conference Manager and is one of several Coordinators on staff at BUKSA. The CC works alongside project managers to organize conferences and events held at venues across Canada and abroad — handling logistical coordination, contributing to creative event design and marketing, and executing onsite delivery.

This is a role for someone with strong organizational and communication skills who thrives in a fast-paced environment where multiple projects are running simultaneously. You enjoy working in teams, sweat the details, and take real ownership of your files. The role is based in Edmonton, with travel required to event destinations.

• Location + Hours

This is a full-time position based in Edmonton (YEG) or Calgary (YYC). Regular office hours are 8:30 am to 5 pm MT Monday through Friday. Occasional evening and weekend work is required to support events. You will be required onsite at events and in-person meetings when the client requires this.

• Compensation

Commensurate with experience. A comprehensive health benefits plan, paid vacation, are included as part of an overall package.

Accountabilities

• Maintain effective and professional communication — verbal and written — at all times.
• Develop and maintain project budgets and timelines.
• Coordinate committee meetings and prepare supporting materials (agendas, documents, minutes); prepare interim and final reports.
• Coordinate program speakers: research availability and terms of engagement, manage logistical follow-up (travel, materials), and prepare and submit program accreditation applications.
• Prepare and execute promotional strategies: draft copy, work with designers and printers, liaise with the Communications team, and regularly review websites for content accuracy.
• Liaise with the Registration team, support registration process development, and regularly review registration and housing data.
• Coordinate venues: site selection, contract negotiations, catering, audio visual, on-site oversight, and post-event feedback.
• Prepare and execute sponsorship and exhibitor strategies: conduct sales follow-up, maintain lists, prepare and submit grant applications, and develop relationships.
• Prepare calls for abstracts and liaise with the Registration team on execution; regularly review abstract submission data.
• Prepare, collate, and distribute evaluations.
• Execute events on-site: travel to event destinations, prepare materials, equipment, and schedules.
• Manage files and input data in keeping with company standards.
• Purchase supplies and services in keeping with company financial procedures.
• Other duties as may be required.

Skills and Other Requirements

• Undergraduate degree or two-year diploma from an accredited institution.
• 1 to 2 years of experience in the events or hotel industry considered an asset.
• Comfortable with AI tools and eager to adopt new technology; we're building an AI-first team and expect every staff member to contribute to that evolution.
• Driver's license and own vehicle required.
• French language skills considered an asset.
• Some travel required; occasional evening and weekend work.
• Ability to actively and consistently represent BUKSA's values and goals.

Ready to Apply?

Email your resume and cover letter to ***email_hidden*** with the position name in the subject line.

In your cover letter, tell us why this role is the right fit - and what you'd bring to the BUKSA team. Applications without a cover letter will not be considered. Applications submitted via easy apply will not be considered.