Administrative Coordinator

Job Title: Administrative Coordinator

Vacancies: This posting is for (1) current vacancy

Location: Toronto, ON | Vancouver, BC | Montreal, QC (Detailed office location information can be found by visiting this link: https://cancer.ca/en/contact-us)

Work Model: Hybrid Work Model

Salary Band: 3 ($52,000 - $56,000 CAD)

HELP SHAPE THE FUTURE OF CANCER CARE IN CANADA

The Canadian Cancer Society works tirelessly to save lives, improve lives and drive collective action against cancer. Together with patients, volunteers, donors and communities across the country, we raise funds to invest in transformative cancer research, we provide a caring support system for everyone affected by cancer and we advocate to governments to create a healthier future for all. It takes a society to take on cancer – and the Canadian Cancer Society is leading the way

MAKING AN IMPACT
The Administrative Coordinator supports the effective day-to-day operations of the Cancer Information and Policy department by providing consistent administrative and coordination support to the VP and leadership team. The role provides primary support to the VP—calendar, inbox, and meeting management—and supports the leadership team (Directors) with operational coordination to enable smooth day-to-day delivery.

This role focuses on scheduling, coordination, documentation, budget tracking support, and information management to help the department operate smoothly and meet established timelines and requirements. The position will work within established processes and priorities, escalating issues and decisions as required, while working with an innovative, and continuous-improvement mindset.

WHAT YOU’LL BE DOING:

Support to the VP

Provide administrative support for the VP’s scheduling, communications, and meeting coordination to support timely information flow and follow‑up.

• Manage calendar with a prioritization lens (sequencing, focus time protection, realistic buffers).
• Triage and coordinate meeting requests, applying established guidelines and flagging conflicts, priorities, or decision points for the VP’s review.
• Triage inbox to surface decisions, time-sensitive actions and high-risk issues; draft or coordinate responses as appropriate.
• Prepare concise meeting summaries, briefing materials and action trackers, and support follow‑up on agreed next steps.
• Edit and draft documents and presentations using Word, Excel and PowerPoint, as needed.

Leadership team & department operations

Coordinate request intake and routing, key logistics, and leadership planning/meeting support to maintain an effective department operating rhythm.

• Receive and triage VP and department requests; document ownership, support routing to the appropriate Director/lead and assist in monitoring task completion.
• Coordinate leadership meetings, planning sessions, and reporting cycles
• Provide scheduling/logistics support to Directors as required and support key initiatives (templates, trackers, meeting prep).
• Coordinate external meetings/partner interactions
• Support occasional department logistics (travel coordination, onboarding schedules/packages, team activities/events).

Budget stewardship and financial coordination

Coordinate budget planning and in-year financial processes for the VP portfolio through tracking, documentation, and decision-ready summaries; ensuring approvals remain with designated financial approvers.

• Act as a resource and coordinate annual and in-year budget cycles (timelines, input collection, consolidation, completeness checks, version control).
• Monitor and maintain internal budget tracking (inputs, commitments, planned vs. actual, forecasts) using approved templates and data sources.
• Prepare consolidated tracking summaries highlighting variances, deadlines and decision points for VPs and Directors to review and approve.
• Liaise with Finance on templates, timelines, coding clarifications and documentation requirements.
• Support reconciliation/accrual activities by gathering documentation and maintaining audit-ready records.

Information management & process improvement

Maintain department information management and improve administrative process’ to increase reliability and reduce rework.

• Maintain and refine established administrative workflows and documentation, flagging gaps or issues to leadership when identified, and implement practical improvements.
• Develop and maintain approved administrative documentation (e.g., SOPs, checklists, trackers).
• Leverage Microsoft 365 and approved tools (SharePoint, Copilot, Monday.com and other work-management tools) to streamline communications and coordination.
• Support and maintain low-risk automations using approved tools and templates (e.g., reminders, routing, intake forms, trackers) to improve reliability and reduce manual follow‑up.
• Maintain SharePoint/Teams information architecture within permissions (organization, authorized permissions support, keeping key files current and findable).
• Contribute to our culture of diversity, inclusion, belonging and equity (DIBE) by ensuring that all staff feel represented, valued, and heard across all aspects of their identity, including gender, age, religion, ethnicity, nationality, race, and sexuality.
• Other duties as assigned

QUALIFICATIONS:

• College diploma in a relevant field (e.g., business administration, office administration, operations, accounting/finance) or equivalent relevant experience.
• Training/certification in process improvement (e.g., Lean fundamentals) and Intermediate-level Microsoft 365 skills (including Microsoft Copilot) are assets.
• Administrative support experience for senior leaders, including calendar management, inbox/communications coordination and handling sensitive information with discretion and confidentiality.
• Meeting effectiveness experience, including setting agendas/objectives, coordinating pre-reads, capturing decisions and tracking action items to closure.
• Experience triaging and routing requests, assigning clear ownership, coordinating across stakeholders and following items through to completion.
• Budget/finance process experience including strong record keeping experience, including supporting budget coordination and in-year monitoring,, preparing summaries and coordinating issue resolution with Finance and internal owners.
• Demonstrated experience improving administrative workflows and implementing practical improvements with stakeholders.
• Strong oral and written communication and interpersonal skills, with experience interacting effectively with internal teams and external partners (e.g., not-for-profit, health sector/public sector); healthcare/cancer control knowledge are assets.
• Ability to thrive in fast paced environment and manage shifting priorities.
• Communication and relationship-building: strong oral/written communication; professional, service-oriented, and effective with diverse stakeholders.
• Ability to handle confidential and sensitive information with care
• Ability to prioritize, multitask and follow through
• Bilingualism (French/English) is highly preferred, with French being an asset due to the organization’s nationwide operations and the need for effective communication across various regions.
• Others may apply

WHAT YOU CAN EXPECT FROM US:

CCS provides impactful opportunities to transform the lives of Canadians affected by cancer. We are devoted to creating an inclusive workplace that celebrates diverse experiences and skills, encouraging all qualified candidates to join us. Our inspiring culture is rooted in our core values and commitment to meaningful change:

COURAGEOUS UNITED CARING RIGOROUS

We offer a competitive salary, excellent benefits, including paid parental leave, family sick time, and health insurance—and a fulfilling work environment where your efforts make a meaningful impact daily.

COME AS YOU ARE

At CCS, we celebrate individuality and the strength of diversity. We are committed to fostering an inclusive and equitable workplace that empowers everyone. We encourage applications from all qualified candidates, including those from equity-deserving groups such as BIPOC, 2SLGBTQI+ communities, individuals with disabilities, veterans, and others who contribute to the richness of our organization. Together, we unite Canadians to shape the future of cancer care.

HOW TO APPLY:

Qualified candidates are invited to submit their resume, cover letter and salary expectations by August 17th, 2026.

We thank all candidates for their interest and advise that only those selected for an interview will be contacted.

OTHER INFORMATION:

CCS is dedicated to employment equity and encourages applications from all qualified candidates. In accordance with the local provincial Accessibility Act, accommodation will be provided as requested throughout the recruitment process. We want to make the interview process a great experience for you!

Please note that in keeping with the mandate of CCS to model and promote healthy lifestyles, employees are not permitted to smoke in or about CCS premises or while carrying out CCS business.

Privacy Disclosure

We collect your personal information through forms, by phone or in person to evaluate your candidacy for the role(s) you have applied for, to contact you regarding your candidacy, and to generate recruitment-related reports. If selected for a position at CCS the information provided will be used for the purposes of pre-employment checks and added to your employee file. We may share your personal information with third parties, including recruitment consultants, within or outside your province or territory or outside Canada to carry out the purposes identified above, or as required by law. We may contact you by mail, email, phone or text. You can exercise your right to access your information or have it corrected, unsubscribe from communications or withdraw your consent by selecting these options within the ADP system, or by contacting privacy@cancer.ca. For more information about our privacy practices, visit cancer.ca/privacy.

AI Disclosure

We are committed to transparency and, the responsible use of technology in our hiring process. Artificial intelligence (AI) tools may be used to assist with certain administrative or screening tasks; however, all hiring decisions are made by people. We review and approve AI-assisted outputs to ensure fairness, accuracy, and alignment with our values. For more information about our privacy practices, visit cancer.ca/privacy.

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