JOB TITLE: Project & Services Coordinator

TYPE: Full Time, Permanent

REPORTS TO: Senior Program and Services Manager, President’s Office/National

DEPARTMENT: President’s Office/National Project and Services Hub

LOCATION: Hybrid | Mississauga, ON

JOB OVERVIEW

We are seeking a tech-savvy, creative, and energetic individual with strong organizational and

administrative skills to join our team as Project and Services Coordinator. This role, based in the

President’s Office/National Project and Services Hub, involves providing administrative and project

coordination support to the Senior Program and Services Manager. The ideal candidate has strong

technical skills, experience coordinating projects within a team environment, and can successfully plan

and execute both large and small leadership and national team meetings and events. The successful

candidate is exceptionally organized, possesses strong administrative skills, excels at multi-tasking

competing priorities, and thrives in a fast-paced, rapidly changing environment.

KEY ROLE RESPONSIBILITIES

ADMINISTRATIVE SUPPORT

• Respond promptly and professionally to inquiries; maintain a broad knowledge of relevant subjects and the organization.

• Provide comprehensive administrative support within a hub environment to the president’s office and national program, including scheduling, correspondence, monitoring multiple email accounts, reports, etc.

• Financial reconciliation, expenses, and invoice processing.

• Self-initiate research and ideation pertaining to directed outcomes. While many activities are prescribed, The Alliance Canada holds a high value of curiosity, learning, and experimentation and expects staff to actively pursue these activities, as applicable, in their role.

• Participate in team meetings and contribute to team development.

• Maintain procedures lists and documentation for the role.

• Cross train on all hub procedures and activities; serve as backup support for hub team

• Available to assist with other administrative tasks and key projects for their supervisor and other departments as assigned by the Senior Program & Services Manager.

MEETING AND EVENT COORDINATION

• Take minutes during meetings and track and follow up on action items.

• Knowledgeable with technical requirements and set-up for each meeting space and able to assist as required. Training team and creation of procedural documentation.

• Provide end-to-end logistical/administrative planning and support for onsite and offsite meetings hosted by the president’s office and/or at times national teams. This may involve:

• Plan and organize: Book meeting rooms/offsite locations, select venues, arrange vendors, create detailed event and meeting plans, schedules for events, programs, work breakdown structures, and manage budgets and budget reports, communicate with participants, planning menus and catering.

• Logistics Management: Handle logistics such as audiovisual equipment, all tech requirements including sound, screen sharing, camera, PowerPoints, catering, transportation, and accommodation for attendees, purchasing snacks, running errands.

• Problem-solving: Address any issues that arise during the event to ensure a seamless experience.

• Pre- and post-event tasks: Manage set-up and cleanup and conduct post-event evaluations to gather feedback and assess the event’s success.

• Attendance: Be available to travel to and attend offsite meetings/retreats

• Coordinate event planning teams and designate roles to hub team or other department staff for larger leadership and milestone events as appropriate.

• Assist Sr. Program and Services Manager with General Assembly related administration and preparation.

PROJECT AND SYSTEM COORDINATION

• Assist with new and existing projects and initiatives, ensuring alignment with organizational goals and strategy

• Attend and/or conduct stakeholder meetings, document discussions, track action items, and ensure timely follow-up.

• Create project documentation, track timelines, and escalate issues as needed, demonstrating strong organizational and problem-solving skills.

• Build and manage ticketing systems, workflows, and projects in Monday.com.

• Form and work with teams to initiate and execute project stages, ensuring successful project delivery and stakeholder satisfaction.

• Contributes to the development and enhancement of workflows and processes, training materials, policies, and systems to strengthen organizational operations.

• Proactively integrate systems and processes for role and/or hub into Rock where applicable, including event and meeting execution.

SKILLS  & EXPERIENCE REQUIREMENTS

EDUCATION REQUIREMENTS

QUALIFICATIONS

• Bachelor’s degree in administration, project management, related field, or equivalent experience.

• Proven experience in event management, project coordination or a similar role.

• 5-7 years of senior level administrative experience

• Fluent in spoken and written English

• Proficiency with software tools such as Office 365

• Canadian Citizen or Permanent Resident legally authorized to work in Canada

• Excellent communication and interpersonal abilities.

• In agreement with Alliance Canada’s vision, mission, and our official statements.

PREFERRED SKILLS AND EXPERIENCE

• Quality of spirit reflected in a growing relationship with God

• Ability to use independent judgment and initiative in making sound decisions and in developing solutions to problems

• Strong organizational and multi-tasking skills.

• Ability to adhere to deadlines with competing priorities

• Maintain effective working relationships

• Flexibility/Adaptability

• Initiative/Self-starting

• Works well both independently and as a team member

• Ensures confidentiality, diplomacy and tact at all times

Contact Information

Please send your cover letter and CV to the People and Culture Director at peopleandculture@thealliancecanada.ca