Job Description

Job Title: Administrative Assistant (On-site)

Company: Global Conference Alliance

Location: Surrey, BC

Employment Type: Permanent, Full-time

About the Global Conference Alliance:

The Global Conference Alliance is a leading organization dedicated to fostering global collaboration and knowledge exchange through impactful conferences, workshops, and events. We bring together leaders, innovators, and experts from diverse industries and regions to address critical global challenges and drive progress.

About the Opportunity:

We are seeking a resourceful, detail-oriented and Administrative Assistant (English/French Bilingual Preferred) to join our dynamic team. This hybrid role is perfect for someone who thrives in both structured office environments and fast-paced, on-site event settings.

You’ll support administrative operations, manage communications with national and international stakeholders and play a central role in coordinating and executing conferences and events across Canada. If you're equally at home behind a computer screen and on your feet at a venue, this role is made for you.

Key Responsibilities:

Administrative & Communications Support

• Manage day-to-day administrative tasks such as scheduling meetings, maintaining calendars, drafting emails and organizing internal documents.
• Serve as a liaison for partners, sponsors, speakers and attendees—communicating professionally in both English and French (Preferred).
• Maintain and regularly update contact databases, mailing lists and event documentation.
• Assist in preparing reports, promotional materials, presentations and other communication tools.
• Conduct research and compile information to support decision-making, event content and stakeholder engagement.

Event Planning & Execution

• Collaborate with the events team to develop timelines, schedules and checklists for each event.
• Coordinate logistics for venues, catering, transportation, speaker accommodations and on-site services.
• Prepare event materials including signage, registration packages, badges and giveaways.
• Act as the main on-site contact during events, overseeing registration, venue setup and staff/volunteer coordination.
• Ensure smooth operation of AV equipment and provide basic tech support or escalate issues as needed.
• Support speakers and VIPs by ensuring they are prepared, informed and guided throughout the event.
• Monitor event flow and troubleshoot issues quickly and professionally as they arise.
• Assist with post-event teardown, return of rented materials and feedback collection.
• Contribute to post-event debriefs and reporting for continuous improvement.

Qualifications & Skills:

• 1–2 years of experience in an administrative, communications or event coordination role.
• Excellent communication, interpersonal and multitasking abilities.
• Highly organized, detail-oriented and capable of managing multiple priorities independently.
• Proficient in Microsoft Office (Word, Excel, PowerPoint), Google Workspace and basic project management tools.
• Familiarity with platforms like Eventbrite, Cvent, Canva, or other event/marketing tools is a strong asset.
• Customer-service driven, with a positive and professional demeanor.
• Fluent in both English and French (Preferred).

Educational requirements:

• Diploma or Bachelor's degree in Administration, Events, Communications, Marketing or a related field is preferred.
• Equivalent work experience will be considered.

Working Conditions:

• Must be available for frequent travel to event locations within Canada.
• Ability to work flexible hours, including evenings and weekends during event periods.
• Involves both office-based work and on-site event coordination with physical activity.
• Able to lift/move event materials and stand or walk for long periods during events.

Why Join Us?

You’ll join a collaborative team that delivers national and international conferences, trade shows highlighting culture, innovation and sustainability. This is an exciting opportunity to grow your career while contributing to high-profile events that make a meaningful impact.

What We Offer:

• Competitive salary and full benefits package after the completion of probationary period.

• Opportunities for professional growth and development.

• A dynamic and collaborative work environment.

The expected start date for this position is August 25, 2025 , or earlier , depending on candidate availability.

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