Events Coordinator, Healthy Aging department

Temporary Professional‑Tech. Burnaby, BC, CA

UWBC’s Healthy Aging will be hosting the 2026 Healthy Aging Summit from October 26‑28, 2026 at the Sheraton Vancouver Airport Hotel in Richmond. The fifth biennial Healthy Aging Summit will bring together over 500 delegates from Community‑Based Seniors’ Sector (CBSS) organisations, older adults, family and friend caregivers, academia and government representatives to discuss and collaborate on current innovations and challenges in healthy aging.

The Summit will be offered as a hybrid event.

Reporting to the Director, Healthy Aging, the Events Coordinator, Healthy Aging, will lead the planning, coordination and execution of the Summit and will work collaboratively with UWBC Summit planning committees which include UWBC staff, Ministry of Health representatives and community members during the project duration.

Position:
Temporary full‑time role scheduled to end on December 24, 2026. The position may be subject to extension or early conclusion.

• Manage Summit planning committee project timelines, track progress and ensure committee deliverables are achieved
• Lead Summit planning committee meetings including administration, communication, agenda preparation, meeting material coordination and facilitation
• Ensure strong coordination of multiple sub‑committees — including UWBC staff, Ministry of Health representatives and community members
• Lead event development, implementation and execution (June‑October 2026)
• Develop conference content and programs including keynote speakers, plenary discussions and workshops
• Manage event logistics with venues, including meeting and hotel rooms, catering, audio‑visual, etc.
• Develop communication plans for event invitees and external public audiences, including print and/or online marketing materials and/or social media
• Support media relations and key relationships with media as related to the Summit
• Develop and monitor budgets, including travel bursaries and associated expense policies
• Develop exhibitor and sponsor packages and liaise with exhibitors/sponsors
• Identify and coordinate Summit content speakers, workshop facilitators and training providers
• Manage event logistics on the days of the events, including registration and on‑site support
• Design and implement comprehensive evaluation frameworks and tools (surveys, feedback forms, interviews, and data collection methods) to assess participant experience, outcomes and overall Summit impact
• Analyze evaluation findings and produce actionable insights and recommendations for future programming, including policies and procedures for future events
• Lead development of a comprehensive, audience‑ready final report and any other required executive summaries that synthesize evaluation findings, participant feedback, key outcomes and Summit impact

• 2‑year diploma or equivalent/certification in a related field (event planning, marketing, communications or public relations) or an appropriate level of experience in lieu of education
• Certificate in project management is an asset (CAPM, PMP, etc.)

• Three (3) years of demonstrated experience in event management including large, multi‑day events and/or conferences with more than 500 delegates
• Demonstrated project management skills, including planning, prioritizing, setting timelines, and delivering work on time and within budget
• Knowledge of and direct experience working with the Community‑Based Seniors’ Services (CBSS) sector
• Ability to budget, estimate and schedule all event logistics
• Experience with virtual/hybrid event management
• Experience working with external vendors and securing sponsorship for events
• Sponsorship experience is an asset, ideally as it relates to event management or procurement of in‑kind sponsorship

• Self‑motivated, able to work independently and as part of a team
• Commitment to diversity, equity, inclusion and belonging, with ability to apply an inclusive lens in all aspects of the role
• Ability to work safely and effectively with diverse populations
• Excellent written, verbal, and interpersonal communication skills
• Strong time management skills and ability to…