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Added 10 mins ago
IF
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Royal Ontario Museum

Executive Coordinator, Collections Care

Toronto, ON, Canada

EXPECTED COMPENSATION: Salary: $74,419 - $87,552 SCHEDULE: 35 hours weekly · Full-time

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Job details

Pay: EXPECTED COMPENSATION: Salary: $74,419 - $87,552 SCHEDULE: 35 hours weekly
Job type: Full-time
Apply by: Apr 5, 2027
Posting language: English
Posted: Sep 12, 2026

Original job description

WHO WE ARE
Opened in 1914 and welcoming over 1.3 million visitors annually, the Royal Ontario Museum (ROM) is Canada's most-visited museum. At ROM, we are dedicated to building and sharing global collections, sharing knowledge, inspiring learning, and fostering community engagement. As a globally recognized field research institute, ROM houses an impressive collection of over 18 million artworks, cultural objects, and natural history specimens, showcased in over 40 galleries and exhibition spaces. We are committed to creating a space where art, culture, and nature intersect, connecting people and communities to the past, present and shared future.

As we continue to work toward our goals to transform and evolve as one of the world’s foremost museums, we seek passionate and dynamic team members who embody our mission and values.

WHO WE NEED
We are seeking an Executive Coordinator, Collections Care to support the operational, administrative, financial, and project coordination needs of the Collections Care division. Reporting to the Chief, Collections Care, this role serves as a key operational partner, ensuring the department runs smoothly through executive support, budget administration, project coordination, and process improvement. The successful candidate will manage complex administrative activities, support strategic initiatives, coordinate departmental projects, and maintain effective communication across a wide range of internal and external stakeholders. This role is ideal for a highly organized professional who thrives in a fast-paced environment and enjoys balancing executive support, financial administration, and project coordination responsibilities.

HOW YOU WILL MAKE AN IMPACT

Provide executive-level administrative support to the Chief, Collections Care, including calendar management, meeting coordination, briefing materials, correspondence, and presentations
Coordinate departmental operations, procedures, and administrative processes to support efficiency and productivity across Collections Care
Manage departmental financial administration, including budgeting support, invoice processing, purchase orders, expenditure tracking, reconciliations, and financial reporting
Support the planning, coordination, and execution of Collections Care projects and strategic initiatives, including resource planning, procurement, scheduling, and reporting
Conduct research, environmental scans, stakeholder outreach, and data gathering to support departmental planning and decision-making
Prepare executive summaries, reports, presentations, and briefing materials for leadership and stakeholders
Coordinate departmental events, meetings, travel arrangements, onboarding activities, and professional memberships
Assist with grant, fellowship, and funding-related initiatives that support Collections Care objectives
Serve as a key point of contact for internal and external stakeholders, handling sensitive and confidential matters with professionalism and discretion

WHAT YOU BRING

University degree, college diploma, or equivalent combination of education and experience in business administration, arts administration, museum studies, cultural management, or a related field
Minimum five (5) years of experience supporting senior leadership in an executive coordination, operations, administrative, or project coordination capacity
Demonstrated experience managing complex calendars, projects, competing priorities, and administrative processes
Experience supporting budgets, financial tracking, expenditure reporting, and procurement processes
Strong proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint
Experience using Power BI, Copilot, Adobe Acrobat, DocuSign, or similar business productivity tools
Excellent organizational, analytical, and problem-solving skills
Exceptional attention to detail and ability to manage confidential information with discretion
Strong verbal and written communication skills, including experience preparing reports, presentations, and executive correspondence
Ability to work collaboratively with diverse stakeholders and navigate complex organizational environments
Experience supporting project coordination, process improvement, or strategic initiatives is an asset
French language proficiency is considered an asset

WHAT WE OFFER

Comprehensive benefits coverage: For permanent and full-time contract positions (conditions apply), enjoy paid benefits for individuals and families, a health spending account, and an Employee Assistance Program
Worry-free retirement savings: With our pension plan, you benefit from an employer-matched Defined Benefit contribution plan, which provides predictable lifetime retirement income, survivor benefits, and early retirement options without the stress of investment decisions
Support for new parents: Enjoy a parental leave top-up to 95 percent of your salary for 17 weeks, helping you balance work and family life
Perks: Free ROM membership for permanent full-time and part-time staff, plus discounts to over 200 attractions through Attractions Ontario
And more!

SALARY & TERMS OF EMPLOYMENT

START DATE: November 2026
OPEN DATE: October 7, 2026
CLOSE DATE: Open until filled
STATUS: Full-time, permanent
EMPLOYEE GROUP: Non-Union
EXPECTED COMPENSATION: Salary: $74,419 - $87,552
SCHEDULE: 35 hours weekly
PROBATIONARY PERIOD: Six (6) months
LOCATION (onsite): Toronto, ON

WHAT TO EXPECT IN OUR INTERVIEW PROCESS

Application & initial screening: Apply online. Selected individuals will be invited to complete a pre-recorded video questionnaire to tell us more about your interest in ROM, your team leadership, operations support, and customer service experience, and the impact you could make as part of our Visitor Experience team
First interview: A 1-hour in-person interview with the Hiring team. This in-depth interview will focus on your skills and how they align with the team's and ROM's needs
Second interview: A 1-hour in-person meeting with the hiring team. You may be asked to present a pre-assigned case study and discuss scenarios relevant to your role. Depending on the position, you might also receive a tour of ROM and a preview of your responsibilities and interactions

The above-listed process may change or vary based on the nature and scope of the position.

WHY PEOPLE CHOOSE ROM

Cultural engagement: Daily interactions with Toronto's diverse culture and international visitors offer insights into social and cultural trends. We champion inclusive community programs and connections through diverse experiences
Continuous learning: At ROM, expertise and continuous skill development are paramount. Our culture of curiosity and open-mindedness fosters growth beyond traditional career paths
Passion & fulfillment: Our work in preserving and curating cultural narratives brings deep satisfaction. We are passionate about the arts, global history, cultural diversity, and leveraging digital technologies to enhance accessibility
Team & culture: ROM promotes a positive workplace with collaborative, supportive teams that encourage creativity and innovation. We value new ideas and collective problem-solving
Academic collaboration: We are committed to education, partnering with universities and providing student resources, underscoring our dedication to research and accessibility

If you’re excited about this role, even if your experience differs from the specific requirements, we encourage you to apply. We’re keen to meet candidates who can contribute their talents to our goals, and will consider an equivalent combination of knowledge, skills, education, and experience.

COMMITMENT TO DIVERSITY, EQUITY, INCLUSION, & ACCESSIBILITY
At ROM, we embrace diversity in our exhibits, communities, and teams. We encourage applications from racialized persons, Indigenous Peoples, persons with disabilities, 2SLGBTQI+ individuals, and those who can further diversify our ideas. We are committed to equitable employment opportunities and a workplace free from discrimination and harassment.

We welcome and accommodate candidates with disabilities throughout the selection process. Please contact us at careers@rom.on.ca for assistance.

ADDITIONAL INFORMATION

ROM does not require “Canadian experience.” International applicants with equivalent experience are encouraged to apply
ROM uses technology-assisted tools (including JazzHR TalentFit) to support the review and screening of applications. All hiring decisions are made by human reviewers
This posting is for an existing vacancy

APPLY NOW

Only candidates selected for an interview will be contacted. Please note that all candidates receiving a verbal job offer will be subject to a background check. This includes a criminal background check and verification of professional references, and, other checks depending on the role.

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More about this job

Responsibilities

Provide executive and operational support to the Chief, Collections Care, including calendar and meeting coordination, correspondence, and preparation of leadership materials. Administer departmental finances and coordinate projects, events, research, stakeholder communications, and strategic initiatives.

Requirements

Requires a university degree, college diploma, or equivalent education and experience in a related field, plus at least five years supporting senior leadership in executive coordination, operations, administration, or project coordination. Candidates should have experience with complex calendars, budgets, procurement, and project coordination, strong communication and organizational skills, discretion with confidential information, and proficiency in Microsoft 365.

Skills

Executive Support
Calendar Management
Meeting Coordination
Budget Administration
Financial Tracking
Procurement
Project Coordination
Process Improvement
Microsoft 365
Outlook
Word
Excel
PowerPoint
Teams
SharePoint
Stakeholder Communication

Benefits

Comprehensive Benefits Coverage
Health Spending Account
Employee Assistance Program
Employer-Matched Defined Benefit Pension Plan
Parental Leave Salary Top-Up
Free ROM Membership
Discounts At More Than 200 Attractions

Visa sponsorship

Not detected in the job text

Keywords

Collections Care
Executive Coordination
Executive Support
Calendar Management
Meeting Coordination
Budget Administration
Invoice Processing
Purchase Orders
Expenditure Tracking
Financial Reconciliation
Financial Reporting
Procurement
Project Coordination
Resource Planning
Scheduling
Research
Environmental Scans
Stakeholder Outreach
Strategic Initiatives
Process Improvement
Grant Administration
Fellowships
Microsoft 365
Outlook
Word
Excel
PowerPoint
Teams
SharePoint
Power BI

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