Administrative & Events Coordinator

Administrative & Events Coordinator

Organization: BC Dental Study Club

Location: Downtown Vancouver (on-site)

Position Type: Full-Time

Hours: Monday to Friday, 8:30 a.m. to 5:30 p.m., with occasional weekend event coverage

Salary Range: $30 to $34 per hour, or equivalent annual salary

Who We Are

The BC Dental Study Club is a premium continuing education community for dental professionals, delivering courses, hands-on workshops, webinars, and large-scale events across BC and beyond. We are part of a Vancouver-based group of dental companies founded by Dr. Faraj Edher. Our culture is built on excellence, loyalty, and innovation, and we invest in people who invest in us.

The Role

The Administrative & Events Coordinator is the operational hub of our education and events programming. You will coordinate courses and events from planning through post-event documentation, manage registrations and memberships, support our executive team, keep records accurate and current, and follow up on outstanding tasks so nothing falls through the cracks.

This is a role for someone who works hard, stays organized, and takes pride in getting every detail right.

The Rhythm

We run approximately two courses or workshops a month, along with monthly webinars and two major events a year, including an annual gala that takes months of planning and flawless execution. Event days are busy and hands-on, and occasional weekend coverage is balanced with time off during the week.

Key Responsibilities

Administration & Coordination

• Manage day-to-day administrative workflow, task tracking, and follow-ups
• Maintain shared calendars, project timelines, and deadlines; prepare reports and summaries
• Manage incoming inquiries and direct requests to the appropriate team member
• Keep records, checklists, and documentation organized and current

Registrations & Memberships

• Process program registrations, renewals, transfers, cancellations, and waitlists
• Monitor payments and keep participant and membership records accurate
• Coordinate confirmations and onboarding communications

Courses & Events

• Coordinate courses, hands-on workshops, and webinars, including setup, reminder emails, and speaker and venue logistics
• Prepare participant materials, name badges, and registration packages
• Support events on-site
• Complete post-event administration such as attendance records, CE certificates, recordings, and feedback surveys

Executive & Business Support

• Support executive scheduling, engagement logistics, and travel bookings
• Prepare invoices, track payments, and organize receipts and financial documentation
• Help keep our website and registration information accurate and up to date
• Provide occasional front desk coverage as a client concierge when needed

Communications

• Manage a shared inbox and keep communications prompt, professional, and on track
• Coordinate communications with speakers, sponsors, partners, and members, escalating where appropriate

Qualifications

• Minimum 2 years' experience in administration, operations, or coordination. Events, continuing education, dental or healthcare, or professional services preferred
• Demonstrated success managing registrations, records, projects, or event logistics
• Exceptional organization, attention to detail, and follow-through on deadlines
• Strong interpersonal, written, and verbal communication skills
• Tech-savvy and quick to learn new tools
• Track record of reliability and consistent performance
• Nice to have: experience with Asana, Mailchimp, Zoom webinars, or event and registration platforms

Ideal Candidate Qualities

• Exceptionally organized with meticulous records, clear systems, and reliable follow-through
• Strong work ethic, hard-working, dependable, and consistent day after day
• Comfortable working independently, with the judgment to move things forward on your own
• Self-starter who identifies patterns and implements improvements
• Confident, articulate communicator who can represent a premium brand
• Comfortable handling multiple priorities in a fast-paced, high-performance environment

Benefits

• Competitive compensation with performance-based bonus opportunities
• A tenure-based benefits program that grows with you, including health and wellness spending, retirement contributions, and increasing time off
• In-house dental care, covered parking downtown, and a paid birthday day off
• Comprehensive onboarding, with ongoing training and professional development

Additional Information

• On-site, single location in Downtown Vancouver
• Start date: as soon as the right candidate is found

Our Ideal Candidate

You are someone who takes pride in being organized. You keep careful records, manage competing deadlines calmly, and follow through on tasks until they're complete. You bring the same care to a focused day at your desk as you do to running an event. You show up consistently and treat the details as worth doing right.

In return, you'll be trusted with real responsibility, supported as you grow, and part of a team that's building something people genuinely value. We invest in people who invest in us, and we mean it. If that sounds like your kind of place, we'd love to hear from you.