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Program Assistant


Post Date: 08/09/2018 Job ID: 9036 Type: OS - Office Services

Dean Group is recruiting a Program Assistant on a 1 year contract for a reputable Waterloo client. This position will be full time Monday to Friday and the pay rate will be $18/hr. 

The Program Assistant will focus on providing administrative support for breakout management, speaker management, websites, staff lists, staff briefings and the mobile app and other activities to support the programs for key corporate events.

Job Responsibilities:

  • Program Inbox – answer inquiries as needed
  • Provide Administrative support for the management of breakout sessions. This will entail:
    • Maintaining spreadsheets with session information including speakers, times, room, abstracts etc.
    • Coordinate the submissions of presentations and track progress
    • Assist in the facilitation the management of breakout sessions onsite
    • Data entry of session information to display on the relevant website and mobile app
  • Administration of a staffing list and external speakers. This will entail:
    • Create and maintain a staff list and update as needed with ongoing changes.
    • Communication of acceptances and declines via email for speaker submissions
    • Communicate logistical details to accepted speakers
    • Provide registration information and assistance where needed
    • Liaise with various staff on elements of external speaker participation                                      
    • Coordinate the distribution and receipt of legal speaker agreements for each speaker (may require working with legal for any requested changes)
    • Track all speaker elements on a dedicated excel spreadsheet
  • Create PowerPoint decks – briefings for staff, planning meetings, analysis post event, slideshows with event photos.

Job Qualifications:

  • High proficiency in Excel and PowerPoint
  • Excellent project management skills
  • Superior attention to detail
  • Excellent and proven communication skills – both written and verbal
  • Strong problem solving skills, love of puzzles
  • Confident, articulate, self-starter, team player
  • Ability to work with a large and diverse group of people
  • Ability to manage a heavy and demanding workload
  • Extremely organized & pro-active, able to work in a highly energetic environment

If you are interested in this exciting opportunity please email resume to

DEAN Group is in compliance with the Accessibility for Ontarians with Disability Act (AODA), 2005 and will, upon request, provide the information in this communication or documentation about our services in a format that takes into account a person’s disability.

All Dean Group staff are fully trained and have established a Customer Service Standard in an effort to ensure that our office provides excellent customer service for all, including those with disabilities.

DEAN Group is pleased to assist those who may require specific accommodations due to a personal disability. We would ask that those who require assistance to notify our offices as soon as possible if accommodation is necessary.


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