Position overview
We are looking for a hands-on Event Specialist to coordinate and execute WaitWell's presence at industry conferences across government, higher education, healthcare, and other key verticals. You'll plan the conference and tradeshow calendar, coordinate the logistics behind every show, and make sure our booth, materials, and team arrive ready to generate pipeline. You'll work closely with our growth marketing team to execute our vertical growth strategy, and you'll travel 8 - 12 times a year to represent WaitWell on the ground. This position is for someone who is very well-organized, resourceful, and able to keep a lot of moving pieces on track.
Key responsibilities
- Own the conference calendar: Plan and execute WaitWell's presence at up to 30 conferences a year across government, higher education, healthcare, and other verticals.
- Run the show end-to-end: Manage the full event lifecycle including: pre-event planning, on-site execution, and post-event wrap-up. You will coordinate travel, hotels, and itineraries for all attending staff.
- Be on the ground: Travel to conferences and tradeshows for on-site execution and represent WaitWell face-to-face with prospects and customers.
- Own the collateral: Design, source, and manage marketing collateral and promotional materials, keeping inventory and shipments on-brand and on track for every event.
- Support the broader strategy: Work with the growth marketing team to execute our vertical growth strategy through events, and pitch in on account-based marketing, direct mail, email marketing, and association engagement as priorities shift.
- Measure and report: Track event budgets, spend, and performance in HubSpot and spreadsheets, and use G Suite and AI tools, including Claude, to streamline planning, communication, and reporting.
Requirements
- A college or university degree is an asset (Marketing, Business, or a related field).
- Minimum 2 years of experience in marketing and/or event management or coordination
- Comfortable traveling 8 - 12 times a year for multi-day conferences in Canada and the United States
- Strong organizational skills; able to manage timelines, materials, and details across many events at once. ● Strong interpersonal skills and the confidence to represent WaitWell face-to-face with prospects and customers.
- Comfortable with HubSpot, G Suite, AI tools like Claude, and heavy spreadsheet use in Google Sheets.
What WaitWell offers:
- Health and Dental benefits
- Professional development and leadership opportunities
Location: This is a hybrid position based in Calgary. WaitWell places a high value on teamwork, collaboration, and culture. A minimum of three days a week will be required at our Calgary office, with the option to work remotely for the other two days; however, standard office hours will be expected. Travel to 8 - 12 conferences per year across North America will be required for the role.
Why WaitWell? WaitWell is a Calgary scale-up company with plans to grow our business into something massive. We are not afraid to take risks, so we try new things every day. When we win, we celebrate. When we lose, we learn. As part of a small team, you will work closely with the executive/founding team, all of whom have decades of experience scaling SaaS companies, including some of Alberta’s most well-known tech companies. You will be close to the action and have the opportunity to learn new skills and make a contribution in an exciting, fast-paced environment.
Interested in applying? Send your resume and cover letter to Jeff Shikaze at [email protected].
