Hybrid Event Specialist

at Heidi Health

• Job title: Event Specialist
• Job type: Contract
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: No Education Requirement
• Location requirements: Hybrid, Toronto, Canada

About the role

• Event Specialist coordinating marketing events across Canada for healthtech startup Heidi. Managing logistics, project plans, and ensuring successful event execution.

Responsibilities

• Plan and manage the annual and quarterly Canadian event calendar, including conferences, trade shows, sponsored sessions, and partner events.
• Create and maintain detailed project plans for every event, outlining objectives, timelines, budgets, owners, risks, and status
• Translate high-level goals into actionable run sheets and task lists, ensuring clarity of responsibilities and deadlines for all stakeholders.
• Identify, source, and manage all event assets such as booths, signage, print materials, demo devices, swag, and lead-capture tools.
• Maintain an accurate inventory of Canadian event materials and merchandise, including quantities and storage locations
• Coordinate logistics end-to-end—packing lists, shipping labels, courier bookings—and track all shipments to and from event venues.
• Manage exhibitor portal requirements, ensuring timely ordering of services such as electricity, internet, scanners, furniture, and badges.
• Build and oversee a master deadline tracker, proactively reminding stakeholders and following up to ensure all submissions and deliverables are completed.
• Provide on-site event support or remote troubleshooting, ensuring smooth setup, execution, and resolution of any access or asset issues.
• Document lessons learned and drive continuous improvement, updating templates, checklists, and planning guides after each event.

Requirements

• 3 to 5 years experience in event coordination or event management, ideally including conferences or trade shows.
• Experience working with vendors, conference organizers, and shipping providers.
• Start up and healthcare experience a plus
• Exceptional organizational, time management, and communication skills
• Detail orientation with flawless follow-through.
• Energy and appetite for a high-intensity, in-person environment; travel to events will be required

Benefits

• Learn from some of the best engineers and creatives, joining a diverse team
• The rare chance to create a global impact as you immerse yourself in one of the leading healthtech startups
• The opportunity to fast track your startup career!