Team Coordinator Public Affairs & Communications

Team Coordinator Public Affairs & Communications

LONG TERM CONTRACT 12+ months

Not For Profit

Start July 2026

Full Time, 8:30am – 5:00pm

Toronto, ON

Reporting to the Director, Corporate Communications, the Team Coordinator provides administrative, operational, and project coordination support to the Education & Transitions team. The role is responsible for managing schedules, coordinating meetings and travel, maintaining team documentation, and supporting the effective delivery of team priorities and projects.

Responsibilities:

Scheduling & Calendar Management

• Manage scheduling for the senior team leader and broader team, including calendars and meeting coordination.
• Lead scheduling for all activities in line with approved work plans, ensuring schedules are followed and respected.
• Coordinate meeting logistics, including room bookings, refreshments, and preparation and distribution of supporting materials.

Meeting & Communication Support

• Prepare meeting agendas, record minutes, and distribute documentation to relevant stakeholders on time.
• Follow up on key meeting actions, ensuring leaders are prepared for upcoming engagements and work progresses smoothly.
• Compose routine correspondence proactively, demonstrating sound judgment in identifying when written communication is required.
• Distribute correspondence, monitor email accounts where applicable, and respond or escalate as appropriate with accuracy and attention to detail.

Travel & Expense

• Manage travel arrangements with the travel team, office coordinators, and team assistants, including flights, accommodation, ground transport, visas, and immunization requirements for extensive global travel.
• Prepare and submit expense reports accurately and efficiently in accordance with organizational policies and timelines.

Documentation & Information Management

• Plan, organize, and maintain accurate documentation for the function, including reports and reference materials.
• Maintain the organization and integrity of databases, shared network drives, and SharePoint sites.

Financial & Administrative Support

• Provide support in budget preparation and forecasting processes, supporting financial management activities in line with Foundation policies.
• Provide backup coverage to other team coordinators and executive assistants as required.

Qualifications:

• A university degree in Communications, Business Administration, Project Management, or a related field.
• Minimum of 3–5 years of experience as a Team Coordinator or Administrative Assistant in a fast-paced environment; development sector experience is preferred.
• Project and event management experience is an added advantage.
• Excellent prioritization and time management skills.
• Excellent interpersonal skills, exhibiting grace and calmness under pressure.
• Strong written and spoken communication skills in English.
• Ability to communicate in French is a plus.
• Proficient in MS Office applications (PowerPoint, Word, Excel, Office 365 and SharePoint).
• Detail-oriented, with a demonstrated ability to consistently produce high-quality work.
• A can-do attitude and the ability to work independently with minimal direction or supervision.
• Ability to coordinate and manage multiple projects.
• Flexible, adaptable, and able to execute a range of job duties and changing priorities.
• Excellent verbal, written, and presentation skills, with the ability to communicate with diverse audiences across cultures and translate complex information and data into clear conversations and written materials.
• Professional maturity, cultural sensitivity, and impeccable integrity that reflect the Foundation’s values.

Only applicants with the legal right to work in Canada can be considered for this opportunity.

We thank all those who express interest in this opportunity however only those short-listed we be contacted.