Work at HTAi

HTAi is a non-profit, non-partisan organization dedicated to strengthening health systems worldwide through evidence-informed decision-making. Founded in 2003 and legally registered in Alberta, Canada, HTAi operates globally with a fully remote Secretariat team.

The Secretariat is the engine behind HTAi’s work, supporting a vibrant international community, enabling collaboration across countries and disciplines, and ensuring the organization operates with professionalism, transparency, and integrity. Our team works at the intersection of health policy, research, and global collaboration, helping make health technology assessment more accessible, robust, and impactful.

Joining the HTAi Secretariat means contributing to meaningful global work, collaborating with experts from around the world, and being part of an organization committed to fairness, evidence, and better health outcomes for all.

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Explore current opportunities to join our team

Reports To:  Manager, Corporate Services 

Apply by: Monday 23 February 2026

Applications will be reviewed on a rolling basis. We encourage interested candidates to apply as soon as possible, as the position may be filled before the stated deadline

Dimensions

  • Six-month fixed term contract (with potential for extension) 
  • 37.5 hours per week; Monday to Friday with some weekend work required. 
  • Online remote working largely between Mountain Standard Time and Türkiye Time, with occasional flexible hours to factor global committee meetings. 

Summary

HTAi is a global professional society that organizes an international scientific meeting of approximately one thousand members each June. The Project Coordinator, Annual Meetings position is a six-month contract, responsible for planning, promoting, and coordinating the 2026 Annual Meeting, which will take place in Istanbul from June 6 to June 10, 2026.  

The contract will require travel to Istanbul, including a few days before and after the meeting for preparation and wrap-up. Additional travel may also be required. The successful candidate will work as part of a small international team, with varied responsibilities ranging from liaising with global health leaders, coordinating conference logistics, working with local vendors, and supporting delegate registration, to developing surveys, as well as setting meeting agendas and taking minutes. We are seeking a dynamic, flexible, well-organized, and enthusiastic individual to excel in this busy and evolving role. 

This role has five core deliverables

  1. Deliver end-to-end project leadership for the HTAi Annual Meeting 
    • Support Annual Meeting Committee Chairs and host organization leads  
    • Prepare committee meeting materials, agendas, and follow up actions 
    • Assist with project plans, responsibility matrices, reports and budgets 
    • Facilitate teamwork per work plans and timelines 
    • Prepare the final Annual Meeting report for internal publication, providing a detailed analysis of organizational processes, event execution, and outcomes, serving as a comprehensive review of the meeting’s management and impact. 
    • Manage Expressions of Interest for future Annual Meetings 
  1. Ensure seamless, accurate, and ontime delivery of all project logistics 
    • Serve as HTAi Society contact for suppliers  
    • Arrange logistics for speakers, sponsors, and exhibitors 
    • Negotiate and coordinate venue and supplier contracts 
    • Coordinate and support the Annual Meeting Management system, including content review and correction for abstracts, registrations, and the program agenda, and front line support for speakers and delegates regarding platform related queries. 
    • Support travel planning and accommodation arrangements for staff, board, and speakers, including coordination of onsite transfers and issuing invitation letters to facilitate visa processes 
    • Coordinate delivery of HTAi materials to events  
  1. Secure high-value partnerships and sponsorships 
    • Support the acquisition and engagement of sponsors and partners 
    • Facilitate communication among organizational groups 
  1. Provide exceptional delegate support and drive high-quality program delivery 
    • Serve as point of contact for delegates, supporting the Scientific Program Team colleagues to ensure smooth submission and management of scientific content through the event platform 
    • Manage the Participation Grant and support PASS program 
    • Coordinate the administration of Annual Meeting grant programs, supporting the full process from application and selection through grant recipient attendance and post-meeting follow-up, including expense claims and reporting. 
  1. Execute clear, consistent, and impactful communications that elevate the AM 
    • Collaborate with teams to optimize event communications and promotion 
    • Facilitate communication among organizational groups 
    • Support social media and website updates  
    • Respond to general Annual Meeting inquiries 

HTAi Core team competencies: 

  • Uphold HTAi’s core values: Collaboration, Integrity, Respect, Excellence, and Innovation. 
  • Demonstrate professionalism by representing HTAi with integrity and respect in all interactions. 
  • Adhere to all HTAi policies, including the Code of Conduct, harassment prevention, and concern resolution procedures. 
  • Promote a positive image of HTAi and ensure all representations reflect our commitment to ethical and professional standards. 
  • Demonstrate cultural sensitivity by respecting and valuing diversity and fostering an inclusive environment. 
  • The provision of outstanding customer service to internal colleagues and external individuals and committees including to diplomats, senior decision makers, scientists, clinicians, patients and citizens, and diverse public groups. 

Mandatory competencies required to perform at a high standard

  • Minimum of two years’ experience in a senior administrative role  
  • Outstanding verbal and written communication skills in professional English. 
  • Proficient in minute taking and report writing with clarity and precision 
  • Exceptionally detail-oriented, thorough, and accurate 
  • Advanced proficiency in Microsoft 365 applications 
  • Superior time management capabilities 
  • Excellent organizational skills with the capacity to manage multiple tasks and meet deadlines within a structured team environment 
  • Assumes responsibility, exercise initiative, prioritize workloads, perform effectively under pressure, and consistently meet firm deadlines 
  • Strong problem-solving aptitude, sound judgment, and effective decision-making skills 
  • Operates independently with minimal supervision 

Desirable experience and skills

  • An undergraduate degree, in health sciences, international business, or related  
  • Project management and meeting planning skills 
  • Experience working with diverse, global teams 
  • Large Scale International Conference or Event Management experience 
  • Experience of working with committees 
  • Familiarity with rules of order and procedures at meetings  
  • Fundraising experience  
  • Proficiency in Turkish 
  • Proficiency in Spanish  Proficiency in any other languages.  

Essential competencies to perform effectively in the specific work conditions of the role

  • Ability to work evenings and weekends, as needed  
  • Ability to travel internationally  
  • Manual dexterity required to use desktop computer and peripherals  
  • A fast-paced environment, which can at key times be under pressure  

Salary is commensurate with education and experience. We welcome applications from anywhere in the world who can work the time zone requirements. Please submit your résumé and cover letter to info@htai.org, the posting will remain open until a suitable candidate is selected. We thank you for your interest in this position, unfortunately only those invited to interview will be contacted.