Job Title: Project Coordinator & Administrator – Part-Time Contract Position
Reports To: Executive Director / Program Manager (as applicable)
Position Summary
The Project Coordinator & Administrator supports the planning, coordination, and delivery of organizational programs, events, and communications. Working closely with senior staff, this role helps ensure smooth day-to-day operations by assisting with logistics, schedules, stakeholder coordination, and administrative tasks across multiple initiatives.
This position is well suited for an early-career professional who is highly organized, detail-oriented, and eager to gain hands-on experience in project coordination, events, and nonprofit operations. Training and guidance will be provided, with opportunities to grow skills across programs, communications, and stakeholder engagement.
Key Responsibilities
- Support the planning and coordination of organizational events, programs, and initiatives, including registrations, schedules, materials, and basic on-site support
- Assist with coordination between volunteers, vendors, sponsors, venues, exhibitors, and internal stakeholders
- Help manage event logistics such as attendee lists, dietary and accessibility requirements, name badges, signage, presentation materials, and sponsor recognition assets
- Support fundraising and engagement activities such as silent auctions, door prizes, raffles, and digital draw platforms
- Assist with coordinating the design, preparation, and printing of event-related materials, including booklets, agendas, banners, promotional materials, gift bags, and branded assets
- Update and maintain the organizational event calendar and support alignment with marketing and promotional timelines
- Support communications by gathering content for newsletters, reviewing drafts, and assisting with distribution to mailing lists
- Assist with website and event platform updates, including event listings, registration pages, and attendee communications
- Provide administrative and coordination support to programs and partnerships, including survey setup, feedback collection, scheduling, and general project assistance
- Support board and committee activities by assisting with slide updates, meeting logistics, and documentation
- Track tasks, timelines, and deliverables across projects and flag deadlines or issues to senior staff
- Assist with post-event and post-project follow-up, including thank-you communications and basic reporting
- Provide general administrative and operational support to leadership and program teams as needed
Qualifications & Skills
- Post-secondary education or equivalent experience in administration, communications, project coordination, or a related field
- 0–2 years of experience in an administrative, coordination, or support role (non-profit, event, or volunteer experience is an asset)
- Strong organizational and time-management skills, with the ability to manage multiple tasks
- Clear written and verbal communication skills
- High attention to detail and willingness to learn
- Comfortable using digital tools such as Microsoft Office, Eventbrite, Mailchimp, Zeffy, Microsoft Forms, Canva, and WordPress (training can be provided)
- Ability to work independently while collaborating with a small team and external stakeholders
- Professional, adaptable, and positive attitude
Working Style & Attributes
- Reliable, organized, and eager to learn
- Comfortable working in a fast-paced, deadline-driven environment
- Collaborative and service-oriented
- Able to balance coordination tasks with administrative support
- Open to feedback and skill development
If this sounds like you send your resume to info@wia-canada.org