Careers

Current Open Positions

Do you have a passion for planning? We’d love to hear from you. 

Association Coordinator - Victoria BC

Podium Conference Specialists is a strongly connected, personable team with a love of planning. As a member of the International Association of Professional Congress Organisers (IAPCO), we pride ourselves on delivering quality services with honesty, attention to detail and responsiveness. Our success stems from our relationships with our clients. Because we ARE our clients, we treat all such relationships as one team, support our clients’ goals and genuinely enjoy seeing clients relax, have fun and do what they do best. We are looking for an enthusiastic new team member to help us build connections and communities that may not have happened otherwise.

As the Association Coordinator you will be working closely with our Conference Managers to coordinate the Association affairs of the national and international Societies we manage. This new role is a great opportunity to play to your strengths. Here are a few we are looking for:

  • COMMUNICATION: Communication is key in our workplace. Our team members have excellent verbal, written, interpersonal and relationship building skills.
  • COLLABORATION: We have a strongly connected team because of our communication, responsibility, and the freedom to take ownership.
  • RELIABLE: Can we count on you? With important scientific collaborations and breakthroughs on the line our clients rely on us to do our job, so they can do theirs.
  • DETAIL ORIENTED: Strong organizational skills with the ability to re-assess priorities and juggle multiple projects is imperative.
  • PERSONABLE: Our staff are authentic, relaxed, flexible and warm professionals with personality. 

Below is a summary of your day to day tasks as Association Coordinator.

  • Communicate regularly with Conference Managers regarding on-going Association affairs
  • Provide day-to-day operational support to our clients’ Association matters
  • Update and maintain Society filings with relevant jurisdictions
  • Develop, maintain and coordinate Annual Board calendars;
  • Monitor and update annual Society budgets;
  • Coordinate, record and participate in Society meetings (i.e. Boards, Committees, AGMs);
  • Coordinate calls for nominations and Board elections;
  • Support the orientation of new board members;
  • Manage membership campaigns for renewals and new sign-ups;
  • Assist with the management of relations with official Society Journals;
  • Coordinate the design, production and printing of Society marketing materials;
  • Create and send on-going communications to members
  • Handle other association correspondence and promotions as directed
  • Ensuring insurance (D&O, GL) and any required licensing are kept current
  • Coordinate grant applications, and advertising and sponsorship programs 

Salary & Benefits:   

  • De Armond Management Ltd offers a competitive salary and employment benefits package. 

Hours of Work: 

  • Full time, Monday to Friday;may involve weekend work and/or travel 

Commencement and Term:    

  • This position is available immediately.

Reports To: 

  • Company President (MarischalDe Armond) 

Essential Qualifications: 

  • Previous experience in managing scientific, research and/or academic societies or associations;
  • Excellent verbal, written, interpersonal and relationship building skills; 
  • Strong understanding and experience managing basic Association affairs, including membership support, annual meetings, officer elections and other related activities;
  • Strong budget development and management skills;
  • Focussed, strategic approach to revenue generation
  • Strong organizational skills with the ability to re-assess priorities and juggle multiple projects; 
  • Creative problem solver;
  • Ability to create and manage project planning systems;
  • Collaborative team player with a strong customer service orientation and values-based attitude; 
  • Ability to work under pressure and on events with finite completion dates;
  • Strong computer skills in a Microsoft 365 environment including Word, Excel and PowerPoint; 
  • Professional presence in all aspects of position requirements. 

Preferred Qualifications: (Non-Essential Assets)  

  • Post-secondary education in Association or Project management or business;
  • Fluency in additional languages;
  • Proficiency in basic website maintenance (WordPress), Social Media and communications planning;
  • Experience with Microsoft Dynamics CRM and SharePoint;
  • Experience working with Conference Manager Software, and Direct Marketing & Polling tools (myEmma, Survey Monkey, Mail Chimp);
  • Comfortable working in a PC environment.

This is a unique and sought-after position with many perks. Our picturesque office setting, casual and relaxed work environment, national and international clients and a full benefits package will help make your time at Podium satisfying, challenging and fun! Let us know what makes you awesome and why you would be a great addition to our team. Along with your resume and cover letter please include links to any work you would like to share with us.

Technicial Support Specialist - Victoria Bc

Our parent company, De Armond Management Ltd (DMLtd) has a full-time position open for a new team member. DMLtd is a Victoria-based company which encompasses three distinct divisions, each with their own staff and services.

Division 1, Podium Conference Specialists, plans, organizes and delivers exceptional national and international conferences and association management for a wide range of scientific, academic and research-based clients. Event management stands at the core of this division and from this position we offer clients a continuum of products and services.

Division 2, Conference Manager Software, is an award-winning SaaS registration, abstract submission, and membership application designed specifically to meet the needs of conference organizers. In partnership with our Podium Conference division, Conference Manager simplifies our clients’ event planning and association management by centralizing all key data in one integrated package.

Division 3, CMT Environmental Control, has been in the business of manufacturing high-quality hand-crafted air filters since the mid 1980’s.  Our filters are purchased by the wind energy industry and residential service providers across North America and around the world.  A green energy product, our filters maximize air quality in both the wind energy towers and personal residences by reducing various allergens, pollutants, and other airborne contaminants that may enter these environments.

Your time will be spent providing a wide range of technical support primarily to the Conference Manager and Podium divisions. For Conference Manager, you will be responding to inquiries, providing online demos, training and supporting clients and staff, and working with our software development partner company to support our existing platform and on our 2.0 release. Regular duties will include responding to client support requests and sales inquiries, training new users, working with developers to identify and repair bugs, providing quality assurance testing, and generating ideas for new features.

In addition, you will provide technical support for our own systems and staff in the office and remotely, including software and technical support and training for workstations, laptops, and printers. For our Podium clients you will be involved in providing technical support and assistance with webinars, online meetings, social media, and the development/production of online content generated from our clients’ conferences.

If you see yourself as someone who thrives in supporting clients and colleagues in mastering their technical environments across a diverse range of activities, this will be your ideal position.

Suitable candidates will have a strong customer service background in a software or technical support environment, including experience in delivering online demos and training sessions. Experience in Windows 10 environments is required. Previous experience with mobile apps, Mac OS, GoToMeeting, Office365, SharePoint, Dynamics CRM, and managing email systems and DNS records is an asset.

This is an exciting fast-paced position offering a great deal of variety and exposure to a diverse group of clients and events on a worldwide basis. You must enjoy working with tight deadlines and on multiple projects with finite completion dates. Your previous professional industry experience combined with excellent interpersonal and organizational skills, a values-based, customer-service orientation, and a belief that ‘work’ truly can be ‘fun’ will make you a positive addition to our growing team.

Position Overview

  • To respond to inquiries and provide demos for Conference Manager, a web-based software application used to support conference organizers and their attendees
  • To provide training and support to Conference Manager clients during their use of the application
  • To build, strengthen, and manage existing client relationships with a focus on client retention
  • To work with the software development partner to maintain and improve the existing Conference Manager software
  • To work with the software development partner to oversee and manage the redevelopment of the Conference Manager software (Project 2.0)
  • To support colleagues with technical issues related to their work environment and tools
  • To support Podium clients with delivering technical support, webinars, and content development

Salary & Benefits:

  • De Armond Management Ltd offers a competitive salary and employment benefits package.

Hours of Work:

  • Full time, Mon-Fri. This position is available immediately.

Reports To:

  • Company President (Marischal De Armond)

Essential Qualifications:

  • Proven experience in delivering effective and persuasive online product demos and training sessions
  • Previous experience in servicing/managing a portfolio of clients
  • Excellent project and time management skills with the ability to re-assess priorities and juggle multiple projects with overlapping deadlines;
  • Excellent verbal, written, interpersonal, and relationship building skills with the ability to adapt based on a variety of audiences
  • Strong computer skills in Windows 10 environments including: Word, Excel, Outlook, web-based admin portals (e.g., Office 365, SharePoint, GoToMeeting, ticketing systems)
  • Open to learning and adapting to constantly changing environments
  • Previous experience with office and home networking, printers, and fax machines
  • Detail oriented and a creative problem solver
  • Team player with a strong customer service orientation and values-based attitude
  • Ability to work under pressure and on events with finite completion dates
  • Professional presence in all aspects of position requirements

Preferred Qualifications: (Non-Essential Assets)

  • Previous experience with conferences and online events
  • Previous experience with mobile devices and applications for Android and iOS
  • Previous experience with Office365, SharePoint, Dynamics CRM
  • Previous experience with managing email systems and DNS records
  • Previous product sales experience
  • Previous experience with software testing and QA
  • Previous experience with WordPress platform and general understanding of HTML/CSS

Detailed Position Description

Client & Technical Support

  • Respond to client inquiries and requests in a timely fashion
  • Connect with potential clients to determine whether Conference Manager is a good fit for their conference(s)
  • Provide software demonstrations to potential Conference Manager clients
  • Work with Conference Manager clients to provide direction and support in their use of the application to ensure their needs are met and exceeded
  • Manage Conference Manager client contracting and retention
  • Become an expert user of the Conference Manager system
  • Determine the needs and provide full system training to new Conference Manager clients
  • Prepare communities within Conference Manager based on specific client needs
  • Perform minor design work (e.g., image editing/sizing for community banners)
  • Identify and track issues within the software and submit requests for review and/or adjustment
  • Test developer adjustments to ensure issues have been corrected and are functioning properly
  • Work with a variety of tools and systems (i.e. FogBugz, GoToMeeting, Mailgun, RackSpace) used by Conference Manager to support work with clients
  • Assist in the development and/or management of Podium clients’ online events and online web content
  • Support work colleagues with solutions for technical challenges with in-house software and hardware, both in the office and with remote environments
  • Leading in-house technical training for colleagues and their mastery of technical work systems

General Administration

  • Develop and maintain the Conference Manager client list
  • Renew client contracts annually
  • Manage the ticketing system for bug fixes and software development
  • Maintain corporate contact database
  • Service on-line, phone, mail/fax and in person inquiries related to conference communications
  • Other duties as assigned. 

Thank you for your interest. Please note that only those candidates under active consideration will be contacted.

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Our team is available Monday to Friday:
North American office: 09:00 – 17:30 PST/PDT
European office: 09:00 – 17:30 GMT/BST

E: help@podiumconferences.com
P: 1-888-472-7644