Company: CTC Medical Communications

Position: Events & Administration Manager

Reports to: Account Director

Location and Work Type: Remote-first within Canada | Full-time

Travel: Up 10% of travel within Canada may be required

About CTC Medical Communications For almost 3 decades, CTC Medical Communications has been creating compelling medical content to effectively communicate with busy healthcare professionals. Our purpose is to unite passionate individuals to create exceptional medical content that elevates the standard of care for patients.

Our work is centered on delivering a wide range of projects across medical education, medical affairs, and commercial initiatives. We delight our clients through relentless creativity, strategic thinking, and versatile execution, ensuring every project meets the highest standards and makes a meaningful impact.

We are dedicated to cultivating a agile, inclusive, and supportive work environment. At CTC, you will be surrounded by a diverse group of skilled individuals who are committed to lifelong learning, possess sound judgment, and put customer satisfaction at the forefront.

Company Address: 2425 Matheson Blvd E, Mississauga, ON, L4W 5K4

Company Website: ctc.agency

About The Events & Administration Manager As an Events & Administration Manager, you are an organized, detail-oriented, and self-motivated professional. As a core member of the operational Pod team, you will coordinate the administration and logistics of small-medium, field-based peer-to-peer medical education programs.

You will work closely with healthcare professionals (HCPs), pharmaceutical sales and medical representatives, clients, and internal cross-functional teams to ensure that each program runs smoothly. Additionally, you will maintain accurate program information within HubSpot and our custom administration tools while recommending and implementing best practices to optimize our processes.

Job Duties & Responsibilities Administration

- Support the administration of field-based medical education programs from program setup through closeout, ensuring all required activities are completed accurately and on time.
- Regularly communicate with HCP speakers regarding invitations, availability, program details, reminders, contracts, and payment information.
- Coordinate speaker agreements, including preparing and distributing contracts, tracking signatures, collecting required information, and maintaining complete program records.
- Manage attendee invitations and registration, including confirmations, reminders, attendance tracking, and post-program communications.
- Coordinate program evaluations and support the collection, tracking, and reporting of participant feedback.
- Facilitate speaker honoraria and related payments by collecting the required documentation,



submitting complete payment information, and tracking payment status.
- Create and maintain strong relationships with HCPs and client representatives to ensure they continue to have an excellent experience working with CTC.
- Keep track of multiple programs from a timeline perspective, proactively follow up on outstanding items, flag deviations, and plan for contingencies.

Meeting Logistics

- Coordinate meeting logistics for virtual and in-person medical education programs, ensuring smooth execution and a positive experience for HCPs, clients, and internal cross-functional teams.
- Support logistics for in-person meetings, with potential travel required. This may include venue and food-and-beverage coordination, venue contract management, and booking flight and hotel accommodations for attendees.
- Develop program schedules, travel itineraries, and other logistics deliverables based on the guidance and requirements of the client, with a focus on commitment to client satisfaction.
- Participate in dry runs of virtual meetings with the internal team, clients, and HCPs, and provide virtual meeting support when required.
- Remain available to address unforeseen challenges related to attendance, participation, technology, or meeting logistics.

CRM and Process Coordination

- Maintain accurate and timely program, speaker, attendee, contract, evaluation, and payment information within HubSpot and CTC's custom administration tools.
- Support data quality and create program reports, trackers, and dashboards to provide visibility into program status and outcomes.
- Recommend and implement best-practice processes, workflows, automations, and templates to improve efficiency and consistency across the team.
- Continuously explore opportunities to enhance existing tools and streamline program administration and meeting support processes.

YOU WILL BE SUCCESSFUL IN THIS ROLE IF YOU HAVE/ARE:

- 3-5+ years of experience in events administration, program coordination, meeting logistics, or a related role.
- Personable and naturally friendly, with the ability to build trusted relationships.
- Exceptional organizational, time management, and prioritization skills to effectively perform in a dynamic and quickly changing environment.
- Strong attention to detail and the ability to accurately manage contracts, registrations, payments, and program records.
- Flexible with time,



as some meetings may require after-hours presence.
- Able to engage effectively with healthcare professionals and client representatives through clear communication, both written and spoken.
- A quick learner who is comfortable working with new software and digital tools.
- Proficient in the Microsoft 365 Office suite, as well as remote systems such as SharePoint, MS Teams, and Zoom.
- Experience with CRM and/or workflow automation software, particularly HubSpot, is an asset.
- Experience in the medical communications industry or working with healthcare professionals is a very strong asset.
- Bilingual in English/French is an asset.

What We Offer

- Starting base salary of 65,000 CAD to 75,000 CAD, proportionate with experience and qualifications.
- Annual company and team performance-based bonuses
- Comprehensive benefits package, including competitive RRSP matching, lifestyle and health spending accounts, and health and dental coverage from day 1
- Three weeks of vacation in addition to two weeks of company shutdown in December and half-day Summer Fridays from Victoria Day to Labour Day
- 3 annual paid volunteer days
- Remote-first work environment and work-from-home office set-up allowance

The Interview Process

- A preliminary interview with the VP, Product & Innovation and Senior Director, Client Services. During this interview, we will learn more about your background and experience, share details about the position, and answer any questions you may have.
- Successful candidates can expect a second in-person interview, which will include the Account Director, VP, Product & Innovation and Senior Director, Client Services. During this interview, candidates will have the opportunity to deliver a 5-minute slide-based presentation on a topic of their choice.

At CTC, we're dedicated to creating a workplace where every team member feels valued, heard, and included. We firmly believe that embracing diversity and inclusion is the key to success. We warmly welcome applications from Indigenous individuals, individuals of various racial backgrounds, those with disabilities, members of gender and sexually diverse communities, and individuals with intersectional identities. As part of our recruitment process, we may use artificial intelligence (AI) tools to assist with administrative tasks such as application screening or candidate matching. These tools are used to support our hiring team and do not make final hiring decisions. All candidates are evaluated by human reviewers, and we are committed to fair and equitable hiring practices in accordance with applicable Canadian employment and human rights laws.

If you require any accommodations, please email: [email protected].

The Pay Range For This Role Is 65,000 - 75,000 CAD per year(Remote (Canada))

📌 Events & Administration Manager (Canada)
🏢 CTC Medical Communications
📍 Canada