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Experiences Canada

Youth Exchanges Program Coordinator - Coordinateur ou coordinatrice d’échange de jeunes

Ottawa, ON, Canada

La rémunération sera établie en fonction de l’expérience et se situera entre 55 000 $ et 65 000 $, avec un régime d’avantages sociaux compétitif, une contribution au REER et un horaire d’été allégé. · Full-time

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Job details

Pay: La rémunération sera établie en fonction de l’expérience et se situera entre 55 000 $ et 65 000 $, avec un régime d’avantages sociaux compétitif, une contribution au REER et un horaire d’été allégé.
Job type: Full-time
Apply by: Nov 22, 2026
Posting language: English · French
Posted: Oct 23, 2026

Original job description

English section of this bilingual listing.

Position: Youth Exchange Program Coordinator

Type: Full-Time

Organization: Experiences Canada

Work Location: Ottawa Ontario. Hybrid.

Overview

Reporting to the Manager, the Coordinator is responsible for the day-to-day administration of Experiences Canada’s Youth Exchanges program. They will work as part of a small, dedicated team and communicate directly with teachers, youth group leaders, exchange participants and their parents regarding all steps including registration, travel, paperwork and preparation, general inquiries and troubleshooting with our online learning platforms. This bilingual position requires strong administrative, organizational, and interpersonal skills along with experience with data entry. Experience with CRM (Salesforce) is an asset.

The Youth Exchanges program is Experiences Canada’s keystone program. It offers reciprocal exchanges within Canada for groups of youth, between the ages of 12 and 18 from any region of the country. The groups are paired according to their ages and interests and each pair hosts their “twin” in their hometown. Participants play an active role in planning the exchange by communicating regularly with their twin, doing research on the community that they will visit, and participating in the planning, themes and activities, and fundraising.

Main Responsibilities

The main duties and responsibilities of the Youth Exchange Program Coordinator include:

Data management

· Responsible for reviewing and verifying project data in SalesForce and ensuring all fields and forms involved with the exchange application process are correct and working efficiently

· Responsible for the data entry of exchange project requirements, as per the program workflow

· Enters and verifies all budget related costs, collects invoices, and reconciles program files

· Assist group organizers, parents and youth in submitting online exchange project forms, as needed

Administration

· Ensures all relevant project documents are finalized and saved appropriately in Salesforce and the shared drive

· Assists with the preparation of exchange documents (pre, during and post) using Microsoft Suite software e.g. Word, PowerPoint, DropBox, and Adobe Pro Acrobat

· Provides regular (weekly) Exchanges target updates and intermittent progress reports to the Manager

· Collaborates with team members from other departments as needed such as Communications and Finance, and joins in all staff weekly meetings

Communication and Client Service

· Handles communications with the groups pre, during and post travel

· Collaborates with group organizers and other stakeholders such as parents to review program objectives and schedules

· Liaises with travel agency to discuss budget and plan travel arrangements

· Acts as primary contact with group organizers and parents during entire exchange, ensures follow-up where necessary

· Participates in conferences as a representative of Experiences Canada, and presents information sessions and workshops about the program as required

· Staffs the emergency cell phone (to support groups in transit) according to a shared timetable

· Responds to general inquiries and prepares regular written correspondence on a range of topics related to the Exchange program

· Ability to multitask and transition efficiently to multiple projects

· Ability to be strategic, plan, and adapt to the unexpected (primarily related to travel situations with the groups)

Additional Assets

· Strong public speaking and presentation skills

· Able to travel within Canada

· Previous work experience with educators and/or school boards

· Research and analytical skills

Compensation

Will be commensurate with experience and will be in the range of $55k to $65k with competitive benefits package, RRSP contribution, and summer hours.

To Apply

Please send both a cover letter and résumé to hr@experiencescanada.ca

Put ‘Youth Exchange Program Coordinator’ in Subject header

Note:

We thank all candidates for the responses to this advertisement. However, we regret that we will only be contacting short listed candidates.

Read the full bilingual original

Position: Youth Exchange Program Coordinator

Type: Full-Time

Organization: Experiences Canada

Work Location: Ottawa Ontario. Hybrid.

Overview

Main Responsibilities

The main duties and responsibilities of the Youth Exchange Program Coordinator include:

Data management

· Responsible for reviewing and verifying project data in SalesForce and ensuring all fields and forms involved with the exchange application process are correct and working efficiently

· Responsible for the data entry of exchange project requirements, as per the program workflow

· Enters and verifies all budget related costs, collects invoices, and reconciles program files

· Assist group organizers, parents and youth in submitting online exchange project forms, as needed

Administration

· Ensures all relevant project documents are finalized and saved appropriately in Salesforce and the shared drive

· Assists with the preparation of exchange documents (pre, during and post) using Microsoft Suite software e.g. Word, PowerPoint, DropBox, and Adobe Pro Acrobat

· Provides regular (weekly) Exchanges target updates and intermittent progress reports to the Manager

· Collaborates with team members from other departments as needed such as Communications and Finance, and joins in all staff weekly meetings

Communication and Client Service

· Handles communications with the groups pre, during and post travel

· Collaborates with group organizers and other stakeholders such as parents to review program objectives and schedules

· Liaises with travel agency to discuss budget and plan travel arrangements

· Acts as primary contact with group organizers and parents during entire exchange, ensures follow-up where necessary

· Participates in conferences as a representative of Experiences Canada, and presents information sessions and workshops about the program as required

· Staffs the emergency cell phone (to support groups in transit) according to a shared timetable

· Responds to general inquiries and prepares regular written correspondence on a range of topics related to the Exchange program

· Drives and supports a comprehensive outreach strategy to recruit new groups

Required Skills

· Bilingual (French and English) mandatory

· Strong communication and diplomatic social skills

· Proficient in Salesforce CRM

· Experience in working in a team

· Self-motivated and takes initiative

· Detailed oriented

· Goal, deadline, and timeline oriented

· Ability to multitask and transition efficiently to multiple projects

· Ability to be strategic, plan, and adapt to the unexpected (primarily related to travel situations with the groups)

Additional Assets

· Strong public speaking and presentation skills

· Able to travel within Canada

· Previous work experience with educators and/or school boards

· Research and analytical skills

Compensation

Will be commensurate with experience and will be in the range of $55k to $65k with competitive benefits package, RRSP contribution, and summer hours.

To Apply

Please send both a cover letter and résumé to hr@experiencescanada.ca

Put ‘Youth Exchange Program Coordinator’ in Subject header

Note:

We thank all candidates for the responses to this advertisement. However, we regret that we will only be contacting short listed candidates.

Poste : Coordinateur ou coordinatrice d’échange de jeunes

Type : À temps plein

Organisation : Expériences Canada

Lieu de travail : Ottawa (Ontario) - Mode hybride

Aperçu général

Relevant du gestionnaire, le/la coordonnateur(trice) est responsable de l’administration quotidienne du programme Échanges de jeunes d’Expériences Canada. Il/elle travaillera au sein d’une petite équipe dévouée et communiquera directement avec les enseignants, les responsables de groupes de jeunes, les participants aux échanges et leurs parents concernant toutes les étapes du processus, notamment l’inscription, les déplacements, la documentation et la préparation, les demandes générales et la résolution de problèmes liés à nos plateformes d’apprentissage en ligne.

Ce poste bilingue exige de solides compétences administratives, organisationnelles et interpersonnelles, ainsi qu’une expérience en saisie de données. Une expérience avec un CRM (Salesforce) est un atout.

Le programme Échanges de jeunes est le programme phare d’Expériences Canada. Il offre des échanges réciproques à travers le Canada pour des groupes de jeunes âgés de 12 à 18 ans provenant de toutes les régions du pays. Les groupes sont jumelés selon leur âge et leurs intérêts, et chaque groupe accueille son « jumeau » dans sa communauté. Les participants jouent un rôle actif dans la planification de l’échange en communiquant régulièrement avec leur jumeau, en effectuant des recherches sur la communauté qu’ils visiteront et en participant à la planification, aux thèmes, aux activités et à la collecte de fonds.

Responsabilités principales

Les principales fonctions du/de la coordonnateur(trice) du programme d’échanges de jeunes comprennent :

Gestion des données

· Examiner et vérifier les données des projets dans Salesforce et s’assurer que tous les champs et formulaires liés au processus de demande d’échange sont correct et fonctionnent efficacement.

· Assurer la saisie des données des projets d’échange conformément au flux de travail du programme.

· Saisir et vérifier tous les coûts liés au budget, recueillir les factures et concilier les dossiers du programme.

· Aider les organisateurs de groupes, les parents et les jeunes à soumettre les formulaires de projet d’échange en ligne, au besoin.

Administration

· Veiller à ce que tous les documents pertinents des projets soient finalisés et correctement sauvegardés dans Salesforce et sur le lecteur partagé.

· Aider à la préparation des documents d’échange (avant, pendant et après) à l’aide de la suite Microsoft (Word, PowerPoint), DropBox et Adobe Acrobat Pro.

· Fournir des mises à jour hebdomadaires sur les objectifs des échanges et des rapports d’étape ponctuels au gestionnaire.

· Collaborer avec les membres de l’équipe d’autres départements (communications, finances, etc.) et participer aux réunions hebdomadaires du personnel.

Communication et service à la clientèle

· Gérer toutes les communications avec eux avant, pendant et après les déplacements.

· Collaborer avec les organisateurs de groupes et d’autres parties prenantes (comme les parents) afin de revoir les objectifs et les calendriers du programme.

· Assurer la liaison avec l’agence de voyage pour discuter du budget et planifier les déplacements.

· Agir comme principal point de contact pour les organisateurs et les parents pendant toute la durée de l’échange et assurer les suivis nécessaires.

· Participer à des conférences en tant que représentant(e) d’Expériences Canada et animer des séances d’information et des ateliers sur le programme, au besoin.

· Assurer la permanence du téléphone d’urgence (pour soutenir les groupes en déplacement) selon un horaire partagé.

· Répondre aux demandes générales et préparer des communications écrites régulières sur divers sujets liés au programme d’échanges.

· Contribuer à une stratégie de rayonnement globale afin de recruter de nouveaux groupes.

Compétences requises

· Bilinguisme (français et anglais) obligatoire.

· Excellentes compétences en communication et en relations interpersonnelles, avec diplomatie.

· Maîtrise du CRM Salesforce.

· Expérience de travail en équipe.

· Autonomie et esprit d’initiative.

· Souci du détail.

· Capacité à atteindre des objectifs et à respecter des échéanciers.

· Capacité à gérer plusieurs tâches et à passer efficacement d’un projet à l’autre.

· Capacité à planifier de façon stratégique et à s’adapter aux imprévus (notamment en contexte de déplacements de groupes).

Actifs supplémentaires

· Excellentes compétences en prise de parole en public et en présentation.

· Disponibilité pour voyager au Canada.

· Expérience de travail avec des éducateurs et/ou des conseils scolaires.

· Compétences en recherche et en analyse.

Rémunération

Pour postuler

Veuillez envoyer une lettre de motivation et votre curriculum vitæ à : hr@experiencescanada.ca

Indiquez "Coordinateur ou coordinatrice du programme d'échange de jeunes" dans l'en-tête du sujet.

Note :

Nous remercions tous les candidats d'avoir répondu à cette annonce. Toutefois, nous regrettons de ne pouvoir contacter que les candidats présélectionnés.

Apply About employer

More about this job

Responsibilities

Manage the day-to-day administration of youth exchanges, including Salesforce data, budgets, invoices, project documents, and progress reporting. Coordinate communications and travel with youth groups, parents, organizers, and travel agencies, provide participant support, and contribute to outreach and program presentations.

Requirements

Fluency in French and English is mandatory, along with Salesforce proficiency, strong communication and organizational skills, teamwork, initiative, attention to detail, and the ability to manage deadlines and multiple projects. Public speaking, travel within Canada, experience with educators or school boards, and research and analytical skills are additional assets.

Skills

Bilingual Communication
Salesforce CRM
Data Entry
Data Management
Administrative Skills
Organization
Interpersonal Skills
Diplomacy
Teamwork
Initiative
Attention to Detail
Deadline Management
Multitasking
Strategic Planning
Adaptability
Public Speaking

Benefits

Competitive Benefits Package
RRSP Contribution
Summer Hours

Visa sponsorship

Not detected in the job text

Keywords

Salesforce
CRM
Data Entry
Data Management
Budget Management
Invoice Reconciliation
Project Administration
Microsoft Word
Microsoft PowerPoint
Dropbox
Adobe Acrobat Pro
Online Forms
Document Management
Travel Coordination
Customer Service
Stakeholder Communication
Youth Exchanges
Program Coordination
Outreach
Public Speaking
Presentations
Workshops
Research
Analysis
French
English

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