Volunteer Coordinator

Convention Ambassador Program- Contract Position

Contract dates:

Jan. to March 2026 (3 months) Casual/flexible hours (approximately 100 hours of remote, flexible work)

Friday, Feb. 27 - Wednesday, March 4, 2026 (6 days of in person work)

Note: For PDAC 2026, this incumbent will collaborate with the current Volunteer Coordinator; as a result, the workload may be less than outlined above. The incumbent will assume full ownership of the program for PDAC 2027 and beyond and should expect approximately 100 hours for future assignments.

Description

Have you ever wanted to work on a very large event? This position offers the opportunity to be a part of an annual award-winning Convention.

PDAC 2026: The World’s Premier Mineral Exploration & Mining Convention will take place from March 1-4 in Toronto (annually taking place in early March). The convention brings together an ever-growing audience of more than 27,000 attendees from over 125 countries for its educational programming, networking events, business opportunities and fun. Since it began in 1932, event is a gathering where familiar faces reunite, new connections are forged, and the future of mineral exploration takes shape one conversation at a time. It hosts more than 1,300 exhibitors and 700 presenters.

Convention Ambassadors are a fixture of the show. These volunteers greet attendees and assist them in navigating the convention smoothly. Volunteers are primarily students and they are given the opportunity to volunteer in exchange for complimentary registration (among other benefits).

The Role

In coordination with the Manager, Convention the Volunteer Coordinator is responsible for planning and delivering the annual Convention Ambassador Program. Key responsibilities include selecting volunteer applicants; coordinating program communications; and developing and managing volunteer schedules and requirements. Onsite, the Volunteer Coordinator leads training, manages shifts and deliverables, and maintains a smooth and efficient program. In 2027, this role also provides guidance to the onsite Volunteer Assistant to support overall program success.

What you will do

Review and select volunteer applicants; communicate acceptances and declines.
Build and maintain the volunteer schedule and tracking spreadsheet, updating with changes as they arise.
Communicate confirmed volunteer details to the registration team for convention pass assignment.
Manage the volunteer email account and respond to inquiries.
Prepare all required documents, templates, and training materials.
Prepare the shift schedule including determining volunteer position locations.
Track completion of all training requirements, including AODA certificates and orientation attendance.
Review, recruit, and coordinate specialty volunteer roles, managing their selection, communication, and scheduling.
Organize gift cards, certificates, and all volunteer recognition items in advance of the convention.
Develop orientation presentation materials and plan logistics for orientation sessions.
Lead four volunteer orientation sessions and sign-in process.
Provide daily guidance, support, and direction to the Volunteer Assistant and the volunteers. Monitor volunteer performance and satisfaction throughout each shift, addressing issues and reassigning roles as needed.
In 2027, supervise the Volunteer Assistant and coordinate their onsite tasks.
Track shift attendance and update schedules in real time.
Ensure smooth daily operations, including ensuring the volunteer spaces and materials are adequately set up and maintained.
Communicate any required volunteer refund information to registration post-event
Support convention wrap-up tasks and assist with other duties as required.

Qualifications and experience

3+ years administration, operations, or event experience
Experience coordinating and supervising volunteers, ideally for events or similar setting.
Exceptional administrative, organizational, and time-management skills, with the ability to manage multiple priorities simultaneously.
Proficiency with Microsoft Excel and Word, including strong skill in maintaining spreadsheets and performing tasks such as mail merges.
Strong interpersonal and communication skills, with the ability to work effectively with diverse groups of volunteers and staff.
Ability to work independently, exercise sound judgment, and collaborate as part of a team.
Detail-oriented and quick to learn new processes, tools, and systems.
Comfort working in a fast-paced environment, during the event.
Flexibility to work remotely and achieve all required tasks in a timely manner.
Interest in continuing this role in future years (2027 onwards)

Applicants are requested to submit a cover letter and resume to hiring@pdac.ca

We thank all applicants for showing an interest in this position. Only those selected for an interview will be contacted.

The PDAC is an equal opportunity employer, and we value diversity. The PDAC, will provide, on request, accommodations for disabilities to support your participation in all aspects of the recruitment process.

Prospectors & Developers Association of Canada (PDAC)

Open Positions

Volunteer Coordinator