Job Opportunity: Conferences Manager

Terms of Employment: Full-Time, Contract

Anticipated Start Date: Monday, August 3rd, 2015

Salary: To be negotiated, with possibility of a benefits package

Background & Mandate of the Organization

The Canadian Centre for Gender and Sexual Diversity (CCGSD) intersectionally promotes diversity in gender identity, gender expression, and romantic and/or sexual orientation in all its forms on a national level through services in the areas of education, health, and advocacy. Our resources and programming can be used to uplift gender and sexual minorities, as well as give the tools to wider populations in building allyship.

As a leader in anti-discrimination work, CCGSD runs programming all over Canada and the United States. Because of our hundreds of volunteers, we are able to reach over 250,000 people annually. We are also a proud leader in the International Day of Pink (, engaging millions of people in wearing pink and to run programs that stand up to bullying. We encourage you to find out more about CCGSD & the International Day of Pink, and get involved in making your community a safer and more diverse place.

The Canadian Centre for Gender and Sexual Diversity was established to support and empower work happening on a collaborative and/or collective level between and within territories, provinces, and nations of peoples such as Canadians, First Nations, Inuit, and Métis. This support comes in the form of educational and arts-based initiatives, research, and resources for schools and communities, ranging from a full day of workshops with ongoing support to week-long training forums with integrated year-long projects as part of its deliverables. The International Day of Pink is part of this programming, where we provide learning kits that make wearing pink a catalyst for change. Lastly, complementary programs facilitated by our Youth Advisory Committee, such as our grants, awards, and scholarships, continue to celebrate the ongoing work already being done in hundreds of communities daily.

The CCGSD strongly believes in equitable practices, especially concerning gender and sexual minorities. Within the hiring process, prioritization will be given first and foremost to transfeminine spectrum individuals, and secondly, to anyone who identifies as BIPOC (Black, Indigenous, and/or a Person of Colour), a gender minority and/or a sexual minority.

The Conferences Manager is responsible for 20-30 regional diversity conferences across Canada, in coordination with local community partners who co-organize their event with varying levels of involvement. This position involves reaching out to and/or collaborating with communities across Canada that have urgent need of diversity programming and workshops in regions where educators and youth require support, resources, and/or training. These conferences then become a collaboration between local, on the ground organizations with the CCGSD’s national resources, ensuring an event that is both unique to the region and yet up-to-date with the issues that are being faced on a wider scale. This program isn’t just about skill-building on an individual level, but creating sustainable, vibrant networks on a community level.

Key Responsibilities

Including the following (other duties may be assigned):

  • Manages conferences efficiently, effectively and with total quality control.
  • Keeps up-to-date daily on the status of all her/their/ze/his/etc conferences and meetings and client relationships.
  • Reviews incoming mail, messages and e-mails – delegates and resolves issues.
  • Plans, monitors and reports on budgets as well as status for each conference on at least a bi-weekly basis.
  • Manage community relationships to build bridges between the CCGSD and diverse regions across Canada.
  • Assist Director with problem solving and conflict resolution when required.
  • Assists in standardizing forms and procedures in the Conference Department, in consultation with the Director.
  • Writes proposals and responds to requests for proposals.
  • Prepares timelines, critical path and monitors these activities throughout the duration of all projects.
  • Prepares and maintains the budget and all financial procedures.
  • Has full knowledge of complete duties pertaining to conference management as set out below:
    • Audio-Visual and Multi Media Management
    • Conference Sponsorship & Fundraising
    • Financial and Budget Management
    • Full Logistical & Meeting Management
    • Housing and Accommodation
    • Interpretation and Simultaneous Translation Services
    • Marketing, Promotion and Media Relations
    • On-line Abstract Management
    • Pre-conference, On-line and On-site registration
    • Site Selection
    • Speaker Management
    • Opening/Closing/Awards Ceremonies
    • Transportation
  • Represents the CCGSD at professional organizations, supplier’s organizations.
  • Negotiates contracts on behalf of community partners with various venues, suppliers, etc.
  • Monitors and approves expense reports for on-site staff.
  • Educates themselves in computer registration systems and recommends and implements changes when required.
  • Ensures quality control in all operations.

Supervisory Responsibilities (Assists in)

  • Is responsible for the overall direction, coordination, and evaluation of community co-organizers, volunteers, speakers, etc.
  • Carries out supervisory responsibilities in accordance with CCGSD policies and applicable laws.
  • Interviews and trains volunteers.

Qualification Requirements

  • To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this job description are representative of the knowledge, continuous proactive skill and/or ability required.
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

  • An event management and/or business administration certificate or diploma would be an asset.
  • 3-5 years of experience in the conference management field managing groups of 200+ delegates preferred.

Skills & Abilities

  • Language
    • A second language would be an asset — French strongly preferred.
    • Ability to write reports, correspondence, procedure manuals and proposals.
    • Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.
  • Mathematical
    • Ability to calculate figures and amounts such as discounts, interest, commissions.
    • Ability to apply mathematical concepts to understand financial statements, budgets and cash flow.
  • Reasoning
    • Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists.
    • Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
  • Computer
    • Excellent knowledge of a variety of software packages and online platforms, which can include Dropbox, Google Drive, Gmail, Google Spreadsheets, Microsoft Word, Microsoft Excel, Evernote, Facebook, Twitter, etc.
    • A willingness to learn new software and programs is a must.
  • Other
    • This position is suited to a self-motivated, professional person who can confidently work with a variety of people from different cultures and backgrounds.
    • Diplomacy, tact, and a sense of humour are important to the success of this person.
    • A driver’s license would be an asset.
    • ASIST training and any support work credentials/experience an asset.
    • Anti-oppression training/framework would be an asset.

In addition, the successful candidate can expect to take on a range of other related duties as necessary, and to participate fully in the meetings and activities in the office.

Please send cover letter and resume to Jeremy Dias, Director, at, by Friday, July 17th, 2015. Interviews will take place from Monday, July 20th to Wednesday, July 22nd.