Help tell stories so everyone gets it

Board & Conference Support Coordinator

Note – we are looking to have someone start in this position in early September, please let us know your earliest start date when applying. 

About the Job

Leading With Nice, a Toronto-based marketing and communications company, is hiring a remote Board & Conference Support Coordinator on a full-time contract through April 30, 2027. In this position you’ll support one of our longstanding clients, a national professional association with members from coast to coast, by coordinating their annual conference, supporting their Board of Directors, and keeping the association’s day-to-day operations running smoothly.

The conference is the centrepiece. Their annual national conference is moving fully online, and you’ll coordinate it from early planning through post-event reporting: registration, speaker logistics, sponsors, continuing education credits, the virtual event platform, and the on-demand session library that follows. Between conferences, you’ll support Board and committee meetings, host monthly virtual education sessions for members, and prepare the reports that help the Board make good decisions.

A note on what’s ahead, because we’d rather you know exactly what you’re signing up for: this contract runs full-time through April 30, 2027, and we expect the role to continue after that — but in a different capacity. With the conference moving online and association managing its budget carefully, the role will likely flex between full-time hours in busier months and part-time hours in quieter ones (like summer). If a role that ebbs and flows with the rhythm of an association’s year works for your life, this could be a great fit.

About You

You’re the person who keeps things moving. You like a good checklist, you notice the details other people miss, and having lots of things on the go keeps it interesting rather than making you anxious.

You’re comfortable in a meeting with a Board of Directors, using note-taking software and AI to produce clear minutes, following up on action items, and communicating professionally with members, speakers, and sponsors. You can be trusted with confidential information. And because their members stretch from Newfoundland to BC, the occasional evening Board meeting or member session doesn’t faze you, you’d rather flex your hours than force everyone into Toronto time.

You aren’t intimidated by the prospect of being asked to do something you haven’t done before … like running a virtual event platform or setting up a registration system! You’re confident in your ability to learn it by finding examples, asking questions, or engaging an expert to show you the way.

About Leading With Nice

Leading With Nice is a marketing and communications company that specializes in telling the stories of our clients so everyone gets it. Our top value is clarity, and all of our work is around creating that for our clients and their customers. Alongside our marketing work, we provide association management support to clients like this one which is where you come in.

Position Details

• Job Title: Board & Conference Support Coordinator
• Reports To: Founder and CEO
• Employment Status: Full-time contract through April 30, 2027 (40 hours/week), generally Monday to Friday, 9:00 a.m. – 5:00 p.m. ET
• Hours: Because the association’s members span every Canadian time zone, some Board meetings and virtual member sessions happen in the evening. You’ll flex your daytime hours to balance it out
• After April 30, 2027: The role is expected to continue in a different capacity, flexing between full-time and part-time hours depending on the season
• Location: Work from home, with occasional team meetings in the GTA (typically once a month in Scarborough)
• Salary: $45,000 to $51,000/year

Job Purpose

Leading With Nice provides association management support to this association. We need someone to coordinate their national conference, support their Board and committees, help serve their members, and keep the organization’s records, reports, and deadlines in order.

Job Responsibilities

Conference Coordination – 30%

• Coordinate the annual national conference, now fully online, from initial planning through post-event reporting, working with the Conference Planning Committee.
• Set up and manage registration, and provide ongoing attendee communications and support.
• Coordinate speaker logistics: communications, presentation collection, scheduling, and tech checks.
• Manage sponsor and exhibitor communications and their virtual presence at the event.
• Coordinate continuing education approvals and attendee certificates.
• Track the conference budget and expenses, and coordinate post-event surveys and reporting.

Board & Governance Support – 30%

• Schedule Board and committee meetings, prepare agendas and meeting packages, attend meetings, and take accurate minutes.
• Maintain records of Board motions, decisions, and governance documents.
• Coordinate Annual General Meeting documentation, agendas, minutes, voting materials, and proxies.
• Track Board action items and follow up, and help onboard new Board members.

Membership & Education Support – 25%

• Host monthly virtual education sessions for members, some scheduled in the evening to reach members across time zones.
• Prepare monthly membership reports and flag trends worth the Board’s attention.
• Assist with member communications, newsletters, and surveys.
• Support Online Learning Academy purchases, inquiries, and reporting.

General Administration – 10%

• Process invoices, track expenses, and assist accounting and the Treasurer with filings and reports (with assistance from the Bookkeeper).
• Maintain organized files, shared drives, and annual workback schedules so recurring deadlines never sneak up.
• Upholds a strict level of confidentiality.
• Ad hoc duties as assigned.

Internal – 5%

• Attend weekly, quarterly, and annual Leading With Nice team meetings.
• Works on special projects and contributes ideas to the growth of the organization.

Qualifications

There are many paths to working at Leading With Nice in this job function. Here are a few:

• You’ve coordinated events, conferences, or projects before either professionally or as the highly organized volunteer everyone secretly relied on.
• You’ve worked with Boards, committees, professional associations, or non-profits, and you understand agendas, minutes, and motions (or you’re a fast study who’d pick it up quickly).
• You have administrative or coordination experience in another field, and the mix of events, governance, and member support sounds like an interesting challenge rather than a scary one.
• You’re proficient in Google Drive (Docs, Sheets, Forms) and comfortable learning tools like Pheedloop, Eventbrite, survey platforms, and virtual meeting platforms.
• Self-starting, take-initiative mindset that takes ownership of responsibilities from start to finish.
• If you have skills that may not appear here but are transferrable, do not hesitate to apply.