Project Administrator

Are you a highly organized professional with strong administrative and coordination skills? We are seeking a Project Administrator to support community engagement initiatives, event coordination, project documentation, and team operations. This role is ideal for someone who thrives in a fast-paced environment, enjoys collaborating with diverse stakeholders, and has a keen eye for detail.

Location: North York, ON & Chatham, ON

Duration: 1 Year contract

Key Responsibilities

Administration

• Manage and monitor engagement mailboxes, creating entries within database systems.
• Review and draft letters to support engagement with First Nations communities.
• Attend meetings and prepare detailed meeting minutes.
• Coordinate meetings and engagement activities with Indigenous groups.
• Track community commitments, action items, and follow-up activities resulting from engagement meetings.
• Maintain contact databases and distribution lists for Indigenous Nations, community groups, and stakeholders.
• Prepare and format presentations, briefing notes, meeting materials, and correspondence.
• Coordinate internal communications and team updates.
• Support document review and quality assurance for external communications.

Corporate Citizenship Support & Event Coordination

• Support sponsorship applications for local communities and Indigenous groups, guiding both external applicants and internal team members through the Corporate Citizenship process.
• Coordinate community events to foster engagement and strengthen relationships.
• Order promotional materials, maintain inventory, and ensure availability for events.
• Manage event logistics, including hotel bookings, catering, venues, and payments.

Compliance & Documentation

• Review and edit engagement logs to ensure accurate records and reporting.
• Oversee meeting minute reviews and coordinate with employees and consultants for timely finalization and distribution.
• Assist with maintaining team SharePoint sites and records management systems.
• Support regulatory filings by organizing consultation records, correspondence, and supporting documentation.
• Assist with the preparation and quality control of consultation summaries, reports, presentations, and briefing materials.
• Maintain project files and records in accordance with regulatory and records management requirements.

Team Support

• Maintain the team's shared calendar and SharePoint site access.
• Submit and manage vendor onboarding activities.
• Collaborate with project teams, external consultants, and internal Community and Indigenous Engagement teams.
• Participate in regular project meetings and team meetings.
• Attend ad hoc event planning meetings.
• Arrange building access, register guests for Wi-Fi access, and book rooms for consultations.

Knowledge, Skills & Abilities

• Relevant education and a minimum of 3 years of administrative experience, or an equivalent combination of education and experience.
• Intermediate to advanced proficiency with Microsoft Office Suite, SharePoint, email systems, internet navigation, and general computer applications.
• Strong interpersonal and communication skills.
• Excellent organizational and planning abilities.
• Ability to learn new tasks quickly and work efficiently in a short period of time.
• Self-starter with a proactive and self-motivated approach.
• Excellent time management skills with the ability to prioritize competing demands.
• Ability to work effectively with frequent interruptions and minimal direct supervision.

Why Apply?

This is an excellent opportunity to contribute to meaningful community engagement initiatives while working alongside a collaborative team. If you are detail-oriented, proactive, and passionate about supporting projects that make a positive impact, we would love to hear from you.