Program Manager, Conferences and Scientific Events

Job type: Administrative

Perimeter Institute offers a dynamic work culture fueled by ideas and collaboration. The centre hosts a diverse research community, including some of today’s pre-eminent theoretical physicists, PhD and Masters-level trainees, and the world’s largest group of independent postdoctoral fellows in the field, all supported by a small group of hard-working administrative staff. 

As the Program Manager, Conferences and Scientific Events you are responsible for planning, executing and administering all aspects of the Conference Program and Scientific Events at Perimeter including but not limited to Conferences, Seminars and Colloquia, Schools, interdisciplinary events and sponsorships. To learn more about Perimeter's Conferences, Seminars and Colloquia Programs CLICK HERE

Major Duties and Responsibilities 

Conference Program

  • Evaluate and update program parameters and processes to align with organizational objectives, resources, and needs

  • Facilitate a collaborative environment and ensure clear accurate communication with scientific organizers and the Perimeter community

  • Work with the conference committee to approve conference proposals, establishing the objectives of each event and determining the deliverables to accomplish those objectives.

  • Liaise with scientific organizers to assist with proposals, event objectives, requirements and to develop budgets. Keep them up to date on planning, progress, issues, and opportunities.

  • Lead all aspects of conference execution:

    • Promotion, invitations, registration

    • Room bookings, AV needs, catering, security, printing, rentals, signage

    • Translation, transcription, accessibility support as required

    • Negotiate service contracts and maintain financial records

    • Ensure appropriate staff and departments have necessary timely information 

    • Work closely with Visitors Services to arrange travel, accommodation and support for speakers and special guests 

    • Monitor expenses against budget 

    • On-site support during events

    • Other items as needed

  • Work with the Associate Director, Academic and Research Programs (AD, ARP) to develop and monitor the overall program budget, KPIs, reporting, and to identify opportunities and gaps

  • Coordinate the sponsorship program research sources of funding for individual conferences and workshops as appropriate

  • Consult with other teams and using available tools to continuously increase effectiveness and reduce duplication; seek training as needed to use tools and technology to their full benefit 

  • Work with the AD, ARP and other staff to investigate, evaluate and test improved virtual conference options and experiences 

  • Coordinate with Communications team to maximize opportunities for promotion, outreach, features, etc. surrounding a conference or special guest 

  • Other related duties as required or requested.

Scientific Events 

  • Coordinate Perimeter seminar and Colloquia series which includes ensuring rooms, A/V, website update and reporting are accurate and timely

  • Working with the faculty leads of the seminar series, arrange interdisciplinary activities, evaluating these activities on an ongoing basis to assess effectiveness

  • Ensure execution of other events such as Schools, Career Trajectories and others as required in line with the processes and expectations as the conference program

  • Coordinate a weekly Scientific Events e-blast

Education, Knowledge and Required Skills

  • Post-Secondary education in relevant area of study such as Business Administration or Events Management 

  • 3-5 years of experience in a related field

  • Highly organized and service focused 

  • Budgeting, management and planning skills

  • Proficient in MS applications (particularly Excel), working with databases and various office equipment (i.e. photocopier) 

  • Exceptional communication and interpersonal skills

  • Ability to work under pressure

  • Ability to multitask

  • Event planning and execution experience

  • Experience working in an academic environment a highly desired asset 

Please submit your resume indicating experience and relevant qualifications before June 12, 2023, in order to ensure full consideration of your application. If you have questions, please contact Talent Management Specialist Christina Bouda.

Perimeter Institute is committed to diversity within its community and especially welcomes applications from racialized persons, women, Indigenous/Aboriginal People of North America, persons with disabilities, LGBTQ2S+ persons, and others who may contribute to the further diversification of ideas.

Perimeter Institute provides support throughout the application process for applicants with disabilities. We work with you to understand the impact of your disability to appropriately accommodate you during the application/interview process. Please contact [email protected] for assistance.