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Boston Pizza Logo Boston Pizza · Hospitality and Tourism

Conference & Event Operations Specialist

Canada, Richmond Employment contract 70000.00 - 72000.00 CAD / Year · Job Posted May 27, 2026
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Job Description

Reporting to the Senior Manager, Events & Initiatives this position provides end-to-end administrative, logistical, and financial coordination in support of conferences and company-wide events. The role supports lead event stakeholders by organizing and coordinating key planning activities, including vendor liaison, budget preparation and reconciliation, contract and invoice administration, registration oversight, and onsite operational execution. In addition, the position contributes to event research, rooming and travel coordination, venue sourcing, and documentation management to ensure events are delivered accurately, efficiently, and in alignment with established plans and objectives.

Job Responsibility

  • Provide end-to-end administrative and logistical support for conference planning, including attending all planning meetings, maintaining tracking documents, liaising with stakeholders and vendors, and managing RFIs
  • Oversees invoice and contract administration, supports budget updates to ensure forecasting accuracy, manages registration and event app requirements, coordinates onsite office operations, and assists with post-conference financial reconciliation
  • Support FAC and NorthStar event planning by compiling proposal details, preparing and updating budget estimates and presentations, and conducting research on activities and transportation
  • Manages rooming lists and hotel documentation, processes event payments, and administers franchisee reimbursements
  • Support company-wide hotel room block and meeting venue sourcing by managing the RFP process, compiling and analyzing proposal details, preparing venue comparison presentations, assisting with contract review, and contributing to cost-saving initiatives
  • Provides support for F&B and AV coordination as needed

Requirements

  • Post-secondary education in business administration or other relevant field would be an asset
  • Minimum of 3 years event planning experience
  • Professional certification such as CMP or CSEP may be an asset
  • Strong working knowledge and understanding of Microsoft Office programs, particularly Microsoft Word, Excel, PowerPoint and Teams
  • Highly organized, with ability to manage multiple priorities and deadlines with accuracy and efficiency
  • Self-motivated with strong sense of ownership and accountability for delivering high-quality outcomes
  • Excellent interpersonal and relationship-building skills, with collaborative and professional approach
  • Strong customer service orientation with proactive, solutions-focused mindset
  • Exceptional verbal and written communication skills, with meticulous attention to detail
  • Adaptable and resilient, able to thrive in dynamic, fast-paced environment
  • Strong negotiation and vendor management skills
  • Financial acumen, including experience managing budgets, tracking expenses, and identifying cost-saving opportunities
  • Strong critical thinking and problem-solving skills, with ability to assess complex situations and determine appropriate next steps, while anticipating needs and mitigating risks before they escalate
  • Ability to handle sensitive and confidential information with discretion, tact, and sound judgment
  • Ability to work independently while also contributing effectively within a team environment
  • Flexibility to travel and work outside of regular business hours as required to support events

Nice to have

  • Post-secondary education in business administration or other relevant field would be an asset
  • Professional certification such as CMP or CSEP

What we offer

  • Strong Canadian brand with hospitality focus, embracing a work-hard, play hard philosophy
  • Strong emphasis on team culture
  • Entrepreneurial roots support culture of collaboration
  • Flexible working environment that embraces both in-person and remote work
  • Amazing employee programs and benefits
  • Always looking to promote internal talent
  • Tight-knit team to support you every step of the way
  • Recognized as a Great Place to Work®
  • Focus on giving back to communities through Boston Pizza Foundation
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