Reporting to the Chief of Physician and Patient Engagement, the Events Specialist is the lead event planner for all New Brunswick Medical Society (NBMS) meetings and events. The Event Specialist is responsible for overseeing the planning, coordination, and execution of events of assorted sizes and complexities from conception to completion. They work closely with vendors, and team members to ensure the success of the event. This role requires strong organizational, communication, leadership, and time-management skills to meet deadlines and execute flawless events. The Events Specialist is highly organized, flexible, and personable.

Our commitment to equity, diversity, and inclusion

The New Brunswick Medical Society is committed to developing and supporting a more diverse, inclusive, and equitable environment for both physicians and staff. We encourage applicants from equity-deserving populations to self-identify in their application, as we will give preference to these applicants. If you have questions about how the New Brunswick Medical Society can ensure a safe place of employment for you, or how the hiring process can accommodate your needs, we invite you to reach out to the contact person listed in this ad.

Duties and Responsibilities

Management reserves the right to add, modify, change, or rescind the work assignments of various positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• conduct meetings to determine event objectives
• develop comprehensive event concepts, plans, and themes
• create event timelines, budgets, and resource allocation
• select and coordinate vendors for event space, catering, decor, and talent
• manage event logistics from setup to tear down
• negotiate various contracts with vendors
• manage event staff and volunteers
• track event-related finances for billing and payment processing
• lead and motivate event staff to ensure alignment with project goals and responsibilities
• collaborate closely with the Engagement team to develop promotional materials and strategies to increase event attendance and engagement
• support applications for medical education accreditation of events
• anticipate and mitigate potential risks or challenges to ensure smooth execution
• support Member Engagement event planning including medical student and resident events
• provide administrative duties as required
• conduct post-event evaluations to assess the success of each event against established goals and metrics
• analyze feedback from attendees, sponsors, and stakeholders to identify areas for improvement and inform future event planning efforts

Location and Hours of Work

This position is in Fredericton, New Brunswick. Work outside the normal business hours of 8:30 a.m. - 4:30 p.m. to accommodate client needs will be required from time to time. After-work commitments can be expected and are usually predictable and planned well in advance. Flexible to travel within the province of New Brunswick and maintain a valid driver's license.

Qualifications

Education & Experience:

• post-secondary education and/or business experience in event planning and management, communications and/or community engagement
• 5 years' experience working in event planning, production, or coordination
• fluent in English - proficiency in French considered advantageous

Knowledge, skills, and abilities:

• strong organizational and time-management skills
• excellent communication skills, both written and verbal with strong people skills
• strong problem-solving skills
• good negotiation and vendor management skills
• knowledge of industry trends, best practices, and emerging technologies in event management
• detail-oriented, with a focus on quality and ensuring client satisfaction
• ability to work under pressure, troubleshoot and meet tight deadlines
• demonstrated flexibility and adaptability to changing circumstances
• excellent budgeting and fiscal management skills
• extensive knowledge of MS Office Suite (Excel, Word, Outlook), Zoom, Microsoft Teams
• extensive knowledge using MailChimp, Survey Monkey, Google forms and Cvent
• flexibility to work evenings, weekends, and travel as required for events
• ability to work hard and have fun

What can the New Brunswick Medical Society offer you?

• a comprehensive benefits package which includes paid vacation, health and dental plan, life insurance, long-term disability plan, and a Defined Pension Plan
• a positive and inclusive work culture
• interesting, stimulating work with a professional membership
• meaningful involvement in shaping NB's health care system

How to Apply?

• please send a cover letter and resume in chronological order, including language proficiency, to Sandra Hunter at [email protected], no later than August 13, 2025.
• only those selected for an interview will be contacted