Administrative & Events Coordinator

Job Title: Administrative & Events Coordinator

Location: Downtown Vancouver (on-site)

Position Type: Full-Time

Hours: Monday Friday, 8:30 a.m. 5:30 p.m.

Salary Range: $30$34 per hour, or equivalent annual salary

Who We Are

We are a Vancouver-based group of dental companies: Transcend Dentistry, an upscale multi-specialty dental practice in the heart of downtown; Transcend Lab, our in-house dental laboratory; and the BC Dental Study Club, a premium continuing-education community delivering courses, hands-on workshops, webinars, and events for dental professionals across BC and beyond. Our culture is built on excellence, loyalty, and innovation, and we invest in people who invest in us.

The Role

The Administrative & Events Coordinator is the operational hub of our group's education and events activities. You will coordinate projects, manage program registrations and memberships, support events from planning through post-event documentation, assist with executive scheduling and logistics, keep records accurate and current, and follow up on outstanding tasksensuring everything runs accurately and on time, and nothing falls through the cracks. This is a role for someone who works hard, stays impeccably organized, and takes pride in getting every detail right.

Key Responsibilities

Administration & Coordination

• Manage day-to-day administrative workflow, task tracking, and follow-ups
• Maintain shared calendars, project timelines, and deadlines; prepare reports and summaries
• Manage incoming inquiries and direct requests to the appropriate team member
• Keep records, checklists, and documentation organized and current

Registrations & Memberships

• Process program registrations, renewals, transfers, cancellations, and waitlists
• Monitor payments and keep participant and membership records accurate
• Coordinate confirmations and onboarding communications

Programs & Events

• Coordinate courses, hands-on workshops, and webinars setup, reminder emails, and speaker and venue logistics
• Prepare participant materials, name badges, and registration packages; support events on-site
• Complete post-event administration attendance records, CE certificates, recordings, and feedback surveys

Executive & Business Support

• Support executive scheduling, engagement logistics, and travel bookings
• Prepare invoices, track payments, and organize receipts and financial documentation
• Help keep our website and registration information accurate and up to date

Communications

• Manage a shared inbox and keep communications prompt, professional, and on track
• Coordinate communications with speakers, sponsors, partners, and members, escalating where appropriate

Qualifications

• Minimum 2 years' experience in administration, operations, or coordination events, continuing education, dental/healthcare, or professional services preferred
• Demonstrated success managing registrations, records, projects, or event logistics
• Exceptional organization, attention to detail, and follow-through on deadlines
• Exceptional interpersonal, written, and verbal communication skills
• Outstanding proficiency in English
• Tech-savvy proficient in Google Workspace (Gmail, Drive, Sheets) and quick to learn new tools
• Track record of reliability and consistent performance
• Nice to have: experience with Asana, Mailchimp, Zoom webinars, or event and registration platforms

Ideal Candidate Qualities

• Exceptionally organized meticulous records, clear systems, and reliable follow-through
• Strong work ethic hard-working, dependable, and consistent day after day
• Self-starter who identifies patterns and implements improvements
• Confident, articulate communicator who can represent a premium brand
• Discreet and professional with confidential information
• Comfortable handling multiple priorities in a fast-paced, high-performance environment

Benefits

• Competitive compensation with performance-based bonus opportunities
• A tenure-based benefits program that grows with you health and wellness spending, retirement contributions, and increasing time off
• In-house dental care, covered parking downtown, and a paid birthday day off
• Comprehensive onboarding, with ongoing training and professional development

Additional Information

• On-site, single location in Downtown Vancouver
• Start date: as soon as the right candidate is found

Our Ideal Candidate

You are a hard worker who takes pride in being the most organized person in the room. You keep meticulous records, manage competing deadlines with calm precision, and follow through on every task until it's complete no reminders needed. You show up consistently, put in the effort, and treat every detail as worth doing right. You thrive in a fast-paced, upscale environment, are open to coaching, and always look for ways to exceed expectations.

We're looking for someone with a strong work ethic who embodies excellence, warmth, and professionalism in all communications, responds promptly, and supports teammates while contributing to a positive team environment.