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MCI Canada

Conference Project Manager

Toronto, ON, Canada

Pay: Salary ranging between $70,000 - 75,000 CAD, commensurate with experience and qualifications.
Job type: Full-time
Apply by: Oct 21, 2026
Posting language: English
Posted: Sep 21, 2026

Apply About employer

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Original job description

We are an independent global marketing communications group with a human‑first approach. We connect strategy, creativity, technology and operations to help brands and organisations grow with purpose. Our global network supports more than 1,200 clients across 34 countries, backed by over 35 years of experience. Under the mci group umbrella, our agencies bring together world‑class talent in strategy, creative development, account leadership, technology, production and research to shape meaningful, lasting impact.

JOB OBJECTIVE

The Conference Project Manager is the operational lead for a portfolio of complex national and international conferences, congresses, and meetings, delivered in person, virtually, or through hybrid formats. The role translates client strategy into disciplined execution, oversees cross-functional teams and partners, and serves as a trusted day-to-day advisor to association clients and internal stakeholders.

The Project Manager is accountable for delivering high-quality participant and stakeholder experiences, achieving project goals and financial targets, maintaining strong governance and risk controls, and continuously improving how work is delivered. This includes the responsible adoption of artificial intelligence, automation, data insights, and emerging technologies to strengthen quality, efficiency, creativity, and client value while protecting privacy, confidentiality, accessibility, and human oversight.

The MCI Canada Consulting & Community Solutions team supports Canadian and International Associations with:

Executive and operational leadership
Strategic consulting, business planning, and organizational growth
Conference, congress, meeting, and event management
Governance, board, committee, and volunteer support
Membership, community, and stakeholder engagement
Certification, accreditation, education, and program management
Partnership, sponsorship, and business development
Financial management, reporting, and risk oversight
Marketing, communications, digital engagement, and website solutions
Technology enablement, data-informed decision-making, and process improvement

Main Responsibilities

Client Leadership & Association Partnership

Serve as the primary operational contact for assigned association clients, maintaining proactive, solutions-focused communication.
Translate client strategy, governance, budgets, and scopes of work into clear project plans, priorities, and outcomes.
Provide executive-ready updates, recommendations, and risk escalations to clients, senior leaders, committees, and internal teams.
Support effective collaboration with boards, committees, volunteers, members, sponsors, speakers, suppliers, and stakeholders.
Identify opportunities to grow engagement, member value, revenue, digital reach, sustainability, and long-term impact.

Project, Conference & Experience Delivery

Develop and manage project plans, critical paths, workback schedules, decision logs, and communication protocols.
Manage scoped operational components, including meetings, venue, contracts, program, speakers, registration, housing, travel, F&B, AV, production, exhibition, sponsorship, accessibility, and onsite delivery.
Coordinate digital and hybrid components, including registration, platforms, apps, websites, integrations, reporting, and participant communications.
Prepare key project documents, including function sheets, briefings, itineraries, run-of-show materials, SOPs, manuals, and post-event reports.
Lead onsite delivery in Canada and internationally, ensuring clear roles, service standards, escalation paths, and contingency plans.

Team & Cross-Functional Leadership

Lead and coordinate cross-functional teams, including project, registration, marketing, creative, digital, finance, sales, contractor, and global colleagues.
Assign responsibilities, monitor progress and capacity, remove barriers, and ensure accountability for deadlines and quality.
Supervise, coach, and train staff and contractors, providing clear feedback and development support.
Foster a collaborative, inclusive, knowledge-sharing culture aligned with MCI values and standards.
Support resource planning, onboarding, templates, playbooks, and continuous improvement across CCS and MCI Canada.

Financial, Commercial & Risk Management

Develop, monitor, forecast, and reconcile budgets, cash flow, revenues, expenses, and profitability with finance and client stakeholders.
Maintain financial documentation and support invoicing, approvals, purchase orders, accruals, and final accounting.
Lead or support RFPs, procurement, vendor selection, contract negotiation, and supplier management.
Manage scope, change requests, risks, dependencies, and contingencies; escalate material concerns promptly.
Apply relevant client policies, MCI processes, industry codes, accessibility, data protection, and contractual requirements.

AI, Technology & Innovation

Use approved AI and digital tools for research, planning, drafting, analysis, reporting, quality assurance, and workflow efficiency.
Identify opportunities for automation and emerging technology to improve experiences, productivity, decision-making, accessibility, and client outcomes.
Apply human oversight to AI-assisted work, validating accuracy, context, tone, bias, confidentiality, IP, and suitability.
Use approved systems and follow privacy, data protection, security, records management, and responsible technology requirements.
Support adoption by documenting use cases, sharing lessons, creating repeatable workflows, and helping colleagues build confidence.
Stay current on event technology, association platforms, digital engagement, analytics, and AI; recommend fit-for-purpose solutions.

Description Of The Relationships

Reports to the Manager, Conference Operations, with direction from the Director, Consulting & Community Solutions as required.
Works closely with CCS and MCI Canada teams, including finance, marketing, creative, digital, registration, sales, and event services.
Collaborates with MCI global colleagues to access expertise, share best practices, and support international projects.
Engages externally with association leaders, boards, committees, members, partners, sponsors, speakers, venues, vendors, and suppliers.
Maintains professional, transparent, and service-oriented stakeholder relationships.

Job Requirements

Minimum five years of progressive experience in conference, event, PCO, association, hospitality, or related professional services roles; association or medical/scientific society experience is preferred.
Degree or diploma in event management, hospitality, business, communications, association management, or equivalent experience.
Proven ability to lead concurrent projects from planning through delivery, reconciliation, and reporting.
Strong client service, relationship-building, facilitation, and expectation-management skills.
Experience managing budgets, forecasts, procurement, contracts, vendors, and reconciliations.
Ability to work effectively across cultures, time zones, stakeholder groups, and varying levels of technical confidence.
Excellent written, verbal, presentation, analytical, problem-solving, and organizational skills.
Able to work independently, manage priorities, meet deadlines, and contribute positively to cross-functional teams.
Fluent written and spoken English required; French or another language is an asset.

Specific Technical Skills

Advanced proficiency with Microsoft 365, including Teams, SharePoint, Excel, Word, PowerPoint, and Outlook.
Confident, responsible use of AI-enabled tools, including prompting, validation, confidentiality, and privacy considerations.
Ability to organize, analyze, visualize, and present project, participant, financial, and client data accurately.
Experience with event, association, registration, abstract, CRM, marketing, collaboration, app, or virtual-event platforms is an asset.
Comfort with system selection, implementation, testing, training, troubleshooting, and process improvement.
Working knowledge of privacy, cybersecurity, accessibility, and records-management principles is an asset.

Additional Skills / Local Requirements

Able to manage multiple clients, projects, deadlines, and shifting priorities.
Available for occasional evening, weekend, and extended onsite hours.
Able to travel within Canada and internationally, potentially for up to one week at a time.
Comfortable with walking, standing, and moderate lifting during onsite delivery.
Works in accordance with MCI and client policies, including confidentiality, data protection, security, health and safety, accessibility, and responsible technology use.

CORE COMPETENCIES

Client partnership and service excellence
Strategic thinking and operational discipline
Inclusive leadership and collaboration
Financial accountability and commercial awareness
Adaptability, curiosity, and growth mindset
Responsible innovation and digital confidence
Influence, negotiation, and problem-solving
Quality, resilience, continuous improvement, and results delivery

Benefits

Salary ranging between $70,000 - 75,000 CAD, commensurate with experience and qualifications.
Health and dental benefits
HSA & LSA
Birthday day off
Flexible remote work environment
Friendly and collaborative work environment

mci group is where you can bring your true self to work and be pround of what you do. Join us and make a difference!

Apply About employer

More about this job

Responsibilities

The Conference Project Manager serves as the operational lead for complex national and international conferences, translating client strategy into disciplined execution. They oversee cross-functional teams, manage budgets, and ensure high-quality participant experiences while leveraging technology and AI to improve efficiency.

Requirements

Candidates must have a minimum of five years of progressive experience in conference, event, or association management. A degree or diploma in event management, hospitality, business, or communications is required, along with strong client service and project management skills.

Skills

Project management
Client leadership
Budget management
Strategic planning
Event delivery
Risk management
Stakeholder engagement
Cross-functional team leadership
Data analysis
Artificial intelligence
Procurement
Contract negotiation
Communication
Problem-solving
Organizational skills
Microsoft 365

Benefits

Health benefits
Dental benefits
Health spending account
Lifestyle spending account
Birthday day off
Flexible remote work environment

Visa sponsorship

Not detected in the job text

Keywords

Conference management
Association management
Project management
Strategic consulting
Event delivery
Budgeting
Risk oversight
Artificial intelligence
Automation
Data insights
Stakeholder engagement
Microsoft 365
SharePoint
CRM
Procurement
Contract negotiation
Hybrid events
Digital engagement
Accessibility
Privacy compliance
Cybersecurity
Financial reporting
Vendor management
Operations
Marketing communications

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