We are seeking a Registration and Scientific Program Coordinator to join our team specializing in the organization of scientific and corporate events. This person will play a key role in setting up, monitoring, and executing registration and abstract submission processes, working closely with clients and the internal team.

Main Responsibilities Registration and Abstract Coordination

• Manage event email inboxes and respond to participant inquiries

• Configure and manage registration and submission platforms (custom fields, consents, data collection)

• Track registrations, modifications, and cancellations, and produce regular reports (registration + budget)

• Prepare and send visa letters when required

• Process registrations according to fee categories, taxes, and quotas

• Participate in client meetings

Client and Internal Coordination

• Understand the specific objectives and needs of each event

• Maintain continuous communication with the client and project manager

• Provide regular progress reports

Abstract Management

• Coordinate evaluations according to established criteria

• Send acceptance letters, follow up on responses, and manage reminders

• Keep tracking spreadsheets up to date

Presentation and Poster Management

• Assign poster numbers and coordinate logistics with the project manager

• Draft and send clear instructions to presenters

• Handle special requests and manage on-site no-shows

On-site Registration Logistics (In-person Events)

• Plan staffing and material needs for on-site registration

• Organize the on-site registration system (badges, lanyards, printers, etc.)

• Manage check-in/check-out processes and attendance tracking

• Document no-shows for the final report

• Be on-site to supervise in-person registrations

Post-Event

• Send participation or presentation certificates

• Participate in post-mortem meetings with the client

• Produce final registration and financial reports

Job Requirements

• Proficiency in at least one registration and abstract management platform (mandatory)

• Knowledge of Fourwaves is a significant asset

• Fluency in French and English, both written and spoken

• Excellent communication, client service, and attention to detail

• High level of rigor, autonomy, and ability to meet strict deadlines

• Flexibility to adapt to frequent changes

• Proficiency in office tools (Excel, Google Sheets, etc.)

What We Offer

• A dynamic, caring, and collaborative work environment

• Full-time remote work

• Flexible schedule

• Employer RRSP contribution

• 3 weeks of vacation per year + 2 additional weeks at Christmas

• Comprehensive group insurance plan

• Fun social activities