Event Specialist

Location

Toronto

Contract

Hybrid

Marketing

Who are Heidi?

Heidi is building an AI Care Partner that supports clinicians every step of the way, from documentation to delivery of care.

We exist to double healthcare’s capacity while keeping care deeply human. In 18 months, Heidi has returned more than 18 million hours to clinicians and supported over 73 million patient visits. Today, more than two million patient visits each week are powered by Heidi across 116 countries and over 110 languages.

Founded by clinicians, Heidi brings together clinicians, engineers, designers, scientists, creatives, and mathematicians, working with a shared purpose: to strengthen the human connection at the heart of healthcare.

Backed by nearly $100 million in total funding, Heidi is expanding across the USA, UK, Canada, and Europe, partnering with major health systems including the NHS, Beth Israel Lahey Health, Maine General, and Monash Health, among others.

We move quickly where it matters and stay grounded in what’s proven, shaping healthcare’s next era. Ready for the challenge?

The Role

Working closely with our Canadian marketing lead and global marketing team, you will own the day to day planning and execution of Heidi’s events across Canada.

Your focus will be on conferences, trade shows and partner events across the country. You will keep us organised, on time and fully prepared, from the first hold on the conference calendar to the final shipment returning to our storage location.

This role is ideal for someone who loves structure, checklists and logistics, and who gets genuine satisfaction from helping others show up prepared and calm. You combine sharp attention to detail with a positive, can do, no job too small attitude.

What you’ll do:

• Plan and manage the annual and quarterly Canadian event calendar
  , including conferences, trade shows, sponsored sessions, and partner events.

• Create and maintain detailed project plans for every event, outlining objectives, timelines, budgets, owners, risks, and status

• Translate high-level goals into actionable run sheets and task lists
  , ensuring clarity of responsibilities and deadlines for all stakeholders.

• Identify, source, and manage all event assets such as booths, signage, print materials, demo devices, swag, and lead-capture tools.

• Maintain an accurate inventory of Canadian event materials and merchandise
  , including quantities and storage locations

• Coordinate logistics end-to-end
  —packing lists, shipping labels, courier bookings—and track all shipments to and from event venues.

• Manage exhibitor portal requirements
  , ensuring timely ordering of services such as electricity, internet, scanners, furniture, and badges.

• Build and oversee a master deadline tracker
  , proactively reminding stakeholders and following up to ensure all submissions and deliverables are completed.

• Provide on-site event support or remote troubleshooting
  , ensuring smooth setup, execution, and resolution of any access or asset issues.

• Document lessons learned and drive continuous improvement
  , updating templates, checklists, and planning guides after each event.

What we will look for:

• 3 to 5 years experience in event coordination or event management, ideally including conferences or trade shows.

• Experience working with vendors, conference organizers, and shipping providers.

• Start up and healthcare experience a plus

• Exceptional organizational, time management, and communication skills

• Detail orientation with flawless follow-through.

• Energy and appetite for a high-intensity, in-person environment; travel to events will be required

What do we believe in?

Heidi builds for the future of healthcare, not just the next quarter, and our goals are ambitious because the world’s health demands it. We believe in progress built through precision, pace, and ownership.

• Live Forever - Every release moves care forward: measured, safe, and built to last. Data guides us, but patients define the truth that matters.

• Practice Ownership - Decisions follow logic and proof, not hierarchy. Exceptional care demands exceptional standards in our work, our thinking, and our character.

• Small Cuts Heal Faster - Stability earns…