JOB OBJECTIVE

The Conference Project Manager is the operational lead for a portfolio of complex national and international conferences, congresses, and meetings, delivered in person, virtually, or through hybrid formats. The role translates client strategy into disciplined execution, oversees cross-functional teams and partners, and serves as a trusted day-to-day advisor to association clients and internal stakeholders.

The Project Manager is accountable for delivering high-quality participant and stakeholder experiences, achieving project goals and financial targets, maintaining strong governance and risk controls, and continuously improving how work is delivered. This includes the responsible adoption of artificial intelligence, automation, data insights, and emerging technologies to strengthen quality, efficiency, creativity, and client value while protecting privacy, confidentiality, accessibility, and human oversight.

The MCI Canada Consulting & Community Solutions team supports Canadian and International Associations with:

• Executive and operational leadership
• Strategic consulting, business planning, and organizational growth
• Conference, congress, meeting, and event management
• Governance, board, committee, and volunteer support
• Membership, community, and stakeholder engagement
• Certification, accreditation, education, and program management
• Partnership, sponsorship, and business development
• Financial management, reporting, and risk oversight
• Marketing, communications, digital engagement, and website solutions
• Technology enablement, data-informed decision-making, and process improvement

MAIN RESPONSIBILITIES

Client Leadership & Association Partnership

• Serve as the primary operational contact for assigned association clients, maintaining proactive, solutions-focused communication.
• Translate client strategy, governance, budgets, and scopes of work into clear project plans, priorities, and outcomes.
• Provide executive-ready updates, recommendations, and risk escalations to clients, senior leaders, committees, and internal teams.
• Support effective collaboration with boards, committees, volunteers, members, sponsors, speakers, suppliers, and stakeholders.
• Identify opportunities to grow engagement, member value, revenue, digital reach, sustainability, and long-term impact.

Project, Conference & Experience Delivery

• Develop and manage project plans, critical paths, workback schedules, decision logs, and communication protocols.
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• Manage scoped operational components, including meetings, venue, contracts, program, speakers, registration, housing, travel, F&B, AV, production, exhibition, sponsorship, accessibility, and onsite delivery.
• Coordinate digital and hybrid components, including registration, platforms, apps, websites, integrations, reporting, and participant communications.
• Prepare key project documents, including function sheets, briefings, itineraries, run-of-show materials, SOPs, manuals, and post-event reports.
• Lead onsite delivery in Canada and internationally, ensuring clear roles, service standards, escalation paths, and contingency plans.

Team & Cross-Functional Leadership

• Lead and coordinate cross-functional teams, including project, registration, marketing, creative, digital, finance, sales, contractor, and global colleagues.
• Assign responsibilities, monitor progress and capacity, remove barriers, and ensure accountability for deadlines and quality.
• Supervise, coach, and train staff and contractors, providing clear feedback and development support.
• Foster a collaborative, inclusive, knowledge-sharing culture aligned with MCI values and standards.
• Support resource planning, onboarding, templates, playbooks, and continuous improvement across CCS and MCI Canada.

Financial, Commercial & Risk Management

• Develop, monitor, forecast, and reconcile budgets, cash flow, revenues, expenses, and profitability with finance and client stakeholders.
• Maintain financial documentation and support invoicing, approvals, purchase orders, accruals, and final accounting.
• Lead or support RFPs, procurement, vendor selection, contract negotiation, and supplier management.
• Manage scope, change requests, risks, dependencies, and contingencies; escalate material concerns promptly.
• Apply relevant client policies, MCI processes, industry codes, accessibility, data protection, and contractual requirements.

AI, Technology & Innovation

• Use approved AI and digital tools for research, planning, drafting, analysis, reporting, quality assurance, and workflow efficiency.
• Identify opportunities for automation and emerging technology to improve experiences, productivity, decision-making, accessibility, and client outcomes.
• Apply human oversight to AI-assisted work, validating accuracy, context, tone, bias, confidentiality, IP, and suitability.
• Use approved systems and follow privacy, data protection, security, records management, and responsible technology requirements.
• Support adoption by documenting use cases, sharing lessons, creating repeatable workflows, and helping colleagues build confidence.
• Stay current on event technology, association platforms, digital engagement, analytics, and AI; recommend fit-for-purpose solutions.

DESCRIPTION OF THE RELATIONSHIPS

• Reports to the Manager, Conference Operations, with direction from the Director, Consulting & Community Solutions as required.
• Works closely with CCS and MCI Canada teams, including finance, marketing, creative, digital, registration, sales, and event services.
• Collaborates with MCI global colleagues to access expertise, share best practices, and support international projects.
• Engages externally with association leaders, boards, committees, members, partners, sponsors, speakers, venues, vendors, and suppliers.
• Maintains professional, transparent, and service-oriented stakeholder relationships.

JOB REQUIREMENTS

• Minimum five years of progressive experience in conference, event, PCO, association, hospitality, or related professional services roles; association or medical/scientific society experience is preferred.
• Degree or diploma in event management, hospitality, business, communications, association management, or equivalent experience.
• Proven ability to lead concurrent projects from planning through delivery, reconciliation, and reporting.
• Strong client service, relationship-building, facilitation, and expectation-management skills.
• Experience managing budgets, forecasts, procurement, contracts, vendors, and reconciliations.
• Ability to work effectively across cultures, time zones, stakeholder groups, and varying levels of technical confidence.
• Excellent written, verbal, presentation, analytical, problem-solving, and organizational skills.
• Able to work independently, manage priorities, meet deadlines, and contribute positively to cross-functional teams.
• Fluent written and spoken English required; French or another language is an asset. 

SPECIFIC TECHNICAL SKILLS

• Advanced proficiency with Microsoft 365, including Teams, SharePoint, Excel, Word, PowerPoint, and Outlook.
• Confident, responsible use of AI-enabled tools, including prompting, validation, confidentiality, and privacy considerations.
• Ability to organize, analyze, visualize, and present project, participant, financial, and client data accurately.
• Experience with event, association, registration, abstract, CRM, marketing, collaboration, app, or virtual-event platforms is an asset.
• Comfort with system selection, implementation, testing, training, troubleshooting, and process improvement.
• Working knowledge of privacy, cybersecurity, accessibility, and records-management principles is an asset.

ADDITIONAL SKILLS / LOCAL REQUIREMENTS

• Able to manage multiple clients, projects, deadlines, and shifting priorities.
• Available for occasional evening, weekend, and extended onsite hours.
• Able to travel within Canada and internationally, potentially for up to one week at a time.
• Comfortable with walking, standing, and moderate lifting during onsite delivery.
• Works in accordance with MCI and client policies, including confidentiality, data protection, security, health and safety, accessibility, and responsible technology use.

CORE COMPETENCIES

• Client partnership and service excellence
• Strategic thinking and operational discipline
• Inclusive leadership and collaboration
• Financial accountability and commercial awareness
• Adaptability, curiosity, and growth mindset
• Responsible innovation and digital confidence
• Influence, negotiation, and problem-solving
• Quality, resilience, continuous improvement, and results delivery

BENEFITS

• Salary ranging between $70,000 - 75,000 CAD, commensurate with experience and qualifications.
• Health and dental benefits
• HSA & LSA
• Birthday day off
• Flexible remote work environment
• Friendly and collaborative work environment