ABOUT THE JOB:

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) organizations, 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 provide leadership and management of the 2026 Healthy Aging Summit. The role is responsible for planning, coordinating and executing the Summit. The role will also work collaboratively with UWBC Summit planning committees, inclusive of UWBC staff, Ministry of Health representatives, and community members, during the duration of the project.

* This is a temporary full-time role scheduled to end on December 24, 2026. As a temporary position, it may be subject to extension or early conclusion.

ABOUT YOU:

As the Events Coordinator, Healthy Aging, you will have extensive experience in event management and project coordination and management. You have a deep understanding of conference planning and the Community-Based Seniors' Services (CBSS) sector, along with education and/or experience in event planning, communications, or public relations.

You bring at least 3 years of experience in managing large-scale, multi-day conferences and hybrid events. You have advanced project management, stakeholder engagement, budgeting, event logistics coordination skills, evaluation and reporting skills, including actionable recommendations and comprehensive reporting to diverse stakeholders.

DUTIES & RESPONSIBILITIES:

• Key Responsibilities: Summit Planning Committee Management (June-November 2026)
• 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 meeting facilitation
• Ensure strong coordination of multiple sub committees, inclusive of UWBC staff, Ministry of Health representatives and community members
• Key Responsibilities: Event Development, Implementation, and Execution (June-October 2026)
• Lead the creation and implementation of project plans; 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 the 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
• Lead the identification and coordination of Summit content speakers, workshop facilitators and training providers
• Manage event logistics on the days of the events, including registration and on-site support
• Recruit and manage volunteers
• Evaluation & Reporting (October-December 2026)
• Design, develop, and implement comprehensive evaluation frameworks and tools (e.g., 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 the creation of policies and procedures for future events
• Lead the 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

General

• Participates in UWBC Healthy Aging team meetings as required and leads 2026 Summit planning committee meetings
• Performs other duties related to the qualifications and requirements of the job

QUALIFICATIONS & REQUIREMENTS:

Education:

• 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.)

Experience:

• Three (3 )years demonstrated experience in event management including large, multi-day events and/or conferences of greater than 500 delegates
• Demonstrated project management skills, including planning, prioritizing, setting timelines, and driving the delivery of work on time and budget
• Have knowledge of and direct experience working with the Community-Based Seniors' Services (CBSS) sector
• Ability to ensure all event logistics are properly budgeted, estimated and scheduled
• 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

Skills:

• Self-motivated and an ability to work independently and as part of a team Commitment to Diversity, Equity, Inclusion and Belonging, with the ability to apply an inclusive lens in all aspects of the role
• Demonstrated ability to work safely and effectively with diverse populations.
• Excellent written, verbal, and interpersonal communication skills.
• Strong time management skills and the ability to independently manage, coordinate, and prioritize multiple projects and responsibilities concurrent
• Proficiency with relevant technology (databases, spreadsheets, project management tools, word processing etc.) including the use of Microsoft Office Suite tools

WORKING CONDITIONS:

• Onsite management for the Summit October 26-29, 2026
• In office minimum 3 days/week, including Monday and Friday as mandatory
• Hours outside of business hours may be required to accommodate event planning
• The incumbent will need access to a vehicle and possess a valid BC driver's license

CHARACTERISTICS:

• For success at UWBC and in this role, certain demonstrable characteristics will be required:
• A commitment to building healthy, caring and inclusive communities, internally and externally
• Embodying the organization's core values to be collaborative, compassionate, strategic, responsive, accountable and inspiring
• Ability to navigate ambiguity and comfortably operate in it

This is a bargaining unit role with CUPE Local 1760. This position is at pay grade 36, which is $44.65 hourly.

Candidates must live within 80 KMs (commuting distance) from our office as this position is currently a hybrid role and office attendance is required.

Interested candidates are invited to apply by submitting a cover letter and resume to job competition C-2026-17.

We kindly ask for no phone calls, please. Due to the high number of applications UWBC receive, only candidates selected for an interview will be contacted. We thank all applicants for their interest in UWBC.