Reports to: Director, Event Operations
Status: Full Time
Apply at: [email protected]
Deadline: October 2nd, 2026, Before midnight EST
Your Mission
CADSI is seeking an organized, detail-oriented, service-focused, and enthusiastic Event Administration Assistant to support the planning, administration, and delivery of Canada's leading defence and security industry events and member programs.
Reporting to the Director, Event Operations, the Event Administration Assistant plays an important role in supporting CADSI's portfolio of conferences, trade shows, networking events, webinars, Women in Defence and Security (WiDS) initiatives, member programs, and special projects. Working closely with internal teams, event partners, exhibitors, sponsors, program participants, and service providers, this role helps ensure that event and program administration is accurate, timely, and delivered with a strong focus on customer experience.
This position is ideal for an early-career professional looking to build experience in event administration, program coordination, association management, stakeholder engagement, or member services. The successful candidate will be a quick learner and self-starter who thrives in a collaborative environment, is comfortable managing multiple administrative priorities, and is excited to contribute to the continued success of Canada's largest and most influential defence and security association.
As CADSI continues to grow its event portfolio and member offerings, the Event Administration Assistant will help strengthen operational support, improve internal processes, and contribute to exceptional experiences for members, participants, sponsors, exhibitors, and event partners.
Core Responsibilities
Event Administration & Coordination
- Support and provide general office duties as needed, including coffee machine maintenance, beverage and snack program upkeep, up keep of dishwasher , and overall office and office kitchen cleanliness.
- Support the planning and delivery of CADSI's flagship events, WiDS events, and other events as required.
- Assist with event administration including attendee registrations, registration platform updates, participant lists, name badges, event records, and related documentation.
- Support coordination of event logistics by liaising with vendors, exhibitors, suppliers, venues, and internal CADSI teams as directed.
- Respond to registration, attendee, exhibitor, sponsor, and general event inquiries in a professional and timely manner.
- Assist with drafting and maintaining event checklists, production schedules, run sheets, briefing notes, and operational planning documents.
- Provide onsite event support including setup, registration, attendee services, troubleshooting, and teardown activities.
- Assist with the delivery of virtual and hybrid events, webinars, and online program activities.
Stakeholder Coordination & Customer Service
- Respond to inquiries in a professional and timely manner.
- Support sponsor fulfillment activities, exhibitor communications, and participant follow-up as required.
- Contribute to delivering high-quality and positive member experiences before, during, and after events and programs.
Project & Administrative Support
- Maintain event and program workplans, timelines, databases, CRM records, contact lists, and project documentation.
- Coordinate meetings, prepare agendas, circulate materials, document action items, and support follow-up with internal and external stakeholders.
- Support document management, file organization, template development, and process improvement initiatives.
- Support data entry, list management, survey coordination, and basic reporting for events and programs.
Communications & Marketing Support
- Support the Marketing and Communications teams by providing necessary and relevant event-specific and program-specific information as needed.
- Assist with website updates, event registration system content, email drafts, and basic promotional coordination.
- Support post-event and post-program surveys, reporting, and performance analysis.
Team Collaboration & Continuous Improvement
- Work collaboratively with Event Operations, Communications, Membership, Government Relations, and WiDS teams.
- Contribute ideas to improve event administration, program support, operational efficiency, and stakeholder experience.
- Support CADSI operating committees, WiDS committees, and member engagement activities as required.
- Participate in regular team planning and coordination meetings.
- Other duties as assigned, including occasional travel and support outside regular business hours during major events.
Qualifications and Experience
CADSI is looking for a motivated, organized, and adaptable individual who is passionate about events, administration, membership, and delivering exceptional experiences.
Specifically, the ideal candidate will possess:
- A college diploma or university degree in Event Management, Hospitality, Business Administration, Communications, Marketing, Office Administration, Tourism, or a related field. Or equivalent work experience.
- One to three years of experience in event administration, office administration, program support, hospitality, customer service, project support, volunteer coordination, or a related field.
- Recent graduates with relevant co-op placements, internships, student leadership roles, administrative experience, or volunteer event experience are encouraged to apply.
- Strong organizational and time-management skills with the ability to manage multiple priorities simultaneously.
- Excellent written and verbal communication skills.
- Strong interpersonal and customer service skills.
- Proficiency with Microsoft Office 365, including Outlook, Excel, Word, Teams, and PowerPoint.
- Comfort working with databases, spreadsheets, registration systems, contact lists, and shared files.
- Ability to work both independently and collaboratively within a team environment.
- Ability to lift and move 30lbs
- A quick learner with a positive, solution-oriented approach and strong attention to detail.
You can set yourself apart from other candidates if you have:
- Experience supporting conferences, trade shows, networking events, member programs, or large-scale events.
- Experience with event registration systems, CRM platforms, survey tools, or project management tools.
- Experience supporting mentorship programs, leadership programs, women's networks, or professional development initiatives.
- Volunteer coordination or committee support experience.
- Bilingualism (English/French) is an asset.
Compensation and Benefits
This is a full-time, permanent position with a competitive compensation package, salary, $72,000 and 9% discretionary annual bonus, vacation, health and wellness benefits, 5% RRSP matching, and professional development opportunities.
CADSI offers a flexible hybrid work environment, ergonomic workstations, and a collaborative team culture focused on learning, innovation, and professional growth.
Commitment to Diversity, Equity, and Inclusion
CADSI is committed to fostering a diverse, inclusive, and accessible workplace. We encourage applications from individuals of all backgrounds, including women, Indigenous peoples, racialized persons, persons with disabilities, and members of the LGBTQ+ community.
How to Apply
To be considered for this position, please submit your resume and cover letter to [email protected] with "Event Administration Assistant" in the subject line.
In your cover letter, please tell us:
- Why you are interested in working at CADSI.
- How your education, experience, and skills align with this position.
Only applicants selected for an interview will be contacted.
Thank you for your interest.
CADSI Team
About CADSI
CADSI is the voice of Canada's defence and security industries, representing more than 1,700 companies nationwide. These industries employ over 81,000 Canadians and generate more than $17 billion annually for the Canadian economy. Through advocacy, business development initiatives, industry engagement, and world-class events, CADSI supports a strong, innovative, and globally competitive defence and security sector.
Learn more at www.defenceandsecurity.ca or follow us on LinkedIn.
- *CADSI does not typically use artificial intelligence (AI) as part of its recruitment process. In limited circumstances, AI may be used to assist with the screening, assessment, or selection of applicants.
