Project Coordinator, Marketing & Strategy

PROJECT COORDINATOR, MARKETING & STRATEGY 

Reporting to the Chief Marketing and Strategy Officer, this role is responsible for planning and coordinating a variety of projects that strengthen marketing and communications, increases operational efficiencies, and supports effective governance, in addition to some executive assistant duties. The Project Coordinator is also responsible for providing administration support services to the Executive Officer and staff of the Marketing, Communication and Strategy team. The workload between these duties is anticipated to be 25% Executive Assistant and 75% Project Coordination. 

Day to day responsibilities include:

• Managing the Executive Officer’s calendar;
• Managing the approval of invoices and expenses within the branch;
• Coordinating branch team meetings;
• Ordering and maintaining all brand promotional items;
• Developing new client and new employee welcome packages;
• Drafting communication materials such as e-newsletter articles and emails;
• Preparing e-newsletters for distribution; and
• Assisting the Director of Events with event and logistics planning.  

The Project Coordinator duties will work under the direction of each project sponsor to create a project charter and detailed work plan, oversee the acquisition of resources, manage the scope, budget and work plan activities, track and resolve issues and provide regular progress reports.  Examples of projects the role would be responsible for include the production of Annual Reports, as well as marketing campaign projects and events. 

Know-How

Practical / Technical Knowledge 

• A degree in Business Administration, Commerce or Public Administration.
• Project Management Professional (PMP) or Certified Association of Project Management (CAPM) designation is an asset.
• At least 5 years of progressive experience and at least 2 years of direct work experience in project, change management and/or marketing and communications.
• Highly competent computer skills (Microsoft Word, PowerPoint, Excel, Outlook, Project Management).

Planning, Organizing, and Integrating

• Ability to problem solve collaboratively and demonstrate sound judgement, innovation/creativity, and an ethical approach, knowing when to escalate matters to the Executive Officer.
• High attention to detail, ensuring accuracy and thoroughness.
• Ability to be self-managed and work independently with little supervision.
• Collaborative and open-minded team player who is committed to the achievement of team goals and works well with others.
• Highly organized team player with the ability to work on multiple projects and timelines.
• Ability to be resourceful and take initiative to proactively address issues and work in a fast-paced environment to manage diverse and complex activities with a positive and “get it done” attitude that is responsive to changing priorities and circumstances. 

Communicating and Influencing Skills 

• Positive, poised, and professional working style with the ability to protect confidential information and use discretion and tact.
• Strong interpersonal skills for developing effective work relationships with senior management, service providers, and clients.
• Strong leadership and interpersonal skills for consulting with project sponsors and project teams on requirements, negotiating and building consensus on solutions, facilitating meetings and the resolution of issues and managing change resulting from the project.
• Strong project management skills for planning, organizing, leading and reporting on projects.
• Excellent verbal and written communication skills for working with staff at all levels of the organization to present information, manage discussions, provide training and create project documents as well as preparing and editing business correspondence and documents. 

Responsibilities

Project Coordination

• Create project charters that specify the objectives, deliverables, budget, and detailed work plans
• Create project teams and coordinate processes to secure any required external resources, ensuring that all project team members are well versed in their roles and responsibilities
• Lead the identification of project requirements
• Prepare implementation plans and coordinate related change management including business process reengineering, staff training, client and third-party notification, etc.
• Apply planning, coordination, facilitation, and risk management to manage the scope of projects and ensure they are delivered on time and within budget
• Track and resolve questions, issues and other challenges that arise during the projects
• Create and manage project documentation and communication including the provision of regular reports to the project sponsor and project team
• Prepare contracts and manage the performance of external resources, report any concerns to the project sponsor as the signatory of the contract and review invoices and recommend payment to the project sponsor
• Conduct post implementation project reviews to identify opportunities for improvement and outstanding matters that need to be resolved.
• Maintain the Chief Marketing and Strategy Officer’s schedule by planning and scheduling meetings and ensuring meeting materials are provided in advance.
• Prepare meeting agendas, meeting notes and action items.
• Prepare Branch expense reports/claims.
• Liaise with staff, service partners and clients to answer or direct inquiries.
• Coordinate the branch’s annual process for identifying needs for the upcoming year’s budget and ensure the branch provides periodic expenditure forecasts throughout the year.
• Order and maintain all brand promotional items.
• Develop new client and new employee welcome packages.
• Draft communication materials such as e-newsletter articles and emails.
• Prepare e-newsletters for distribution.
• Assist the Director of Events with event and logistics planning.
• Coordinate the process for the quarterly report of business plan initiatives to the CEO and Boards.
• Provide administrative support to help cover-off reception.

Executive Assistant

• Maintain the Chief Marketing and Strategy Officer’s schedule by planning and scheduling meetings and ensuring meeting materials are provided in advance.
• Prepare meeting agendas, meeting notes and action items.
• Prepare Branch expense reports/claims.
• Liaise with staff, service partners and clients to answer or direct inquiries.
• Coordinate the branch’s annual process for identifying needs for the upcoming year’s budget and ensure the branch provides periodic expenditure forecasts throughout the year.
• Order and maintain all brand promotional items.
• Develop new client and new employee welcome packages.
• Draft communication materials such as e-newsletter articles and emails.
• Prepare e-newsletters for distribution.
• Assist the Director of Events with event and logistics planning.

Other Duties

• Coordinate the process for the quarterly report of business plan initiatives to the CEO and Boards.

• Provide administrative support to help cover-off reception.