Administrative and Project Coordinator, The Equity, Diversity, and Inclusion (EDI) Office (1-Ye[...]

Canadian Medical Protective Association; Ottawa; Remote; CAD 69,000 - 81,000; Full time

Job summary

A healthcare association based in Canada seeks an Administrative and Project Coordinator to provide support to the Equity, Diversity, and Inclusion Office. Responsibilities include coordinating meetings, managing project deliverables, and maintaining communication with stakeholders. Ideal candidates will have strong administrative skills, experience in project coordination, and a commitment to equity and inclusion. This full-time position offers health/dental benefits and a salary range of $69,700 to $81,000.

Benefits

Health and dental benefits

Paid time off

Qualifications

• 4-6 years of administrative experience, preferably supporting senior leadership.
• 2-4 years of project coordination experience in a professional work environment.
• Experience with electronic scheduling systems and document management.

Responsibilities

• Provide administrative support and coordinate meetings for the EDIO.
• Develop and maintain project documentation and track deliverables.
• Organize travel arrangements for the EDIO team and manage budgets.

Skills

Systemic inequities awareness

Verbal communication

Written communication

Time management

Organizational abilities

Decision-making

Team collaboration

Education

Diploma or Certificate Program in business administration

Tools

MS Office

Outlook

Monday.com

Zoom

Job description

ADMINISTRATIVE AND PROJECT COORDINATOR, THE EQUITY, DIVERSITY, AND INCLUSION OFFICE (1-YEAR TERM)

CONTRIBUTING TO THE CMPA

The Equity, Diversity, and Inclusion Office (EDIO) plays a strategic role in advancing equity, diversity, inclusion, anti‑racism and Reconciliation across the organization. Grounded in the CMPA’s mission to protect physician members and promote safe medical care, the EDIO works to identify and address systemic barriers, biases, and equity gaps that impact both members and employees. Through cross‑departmental collaboration, strategic guidance, and capacity‑building, the Office fosters a culture of inclusion, belonging, and psychological safety. It supports the implementation of the CMPA’s EDI Strategy by embedding an equity, diversity, and inclusion lens into programs, processes, and practice that impact members, council, and employees. The EDI Office is committed to continuous learning, meaningful engagement, and collaboration that reflects the diverse experiences and perspectives of members and employees.

POSITION OVERVIEW

The Administrative and Project Coordinator provides comprehensive support and coordination to the EDI Office (EDIO). The incumbent plays an integral role in promoting and maintaining open lines of communication between the EDIO and internal and external stakeholders to ensure efficient and effective operation. The coordinator provides administrative support for and coordinates various meetings, including planning and preparing documentation, reports, and presentations; liaises with meeting participants; and tracks and follows up on action items. This role also provides coordination and support to departmental projects and programs as assigned by ensuring timely and accurate updates on project milestones and project reporting, effectively collaborating with project team members, and maintaining core project documents.

POSITION ACTIVITIES

Administrative Support and Coordination

• Works closely with the EDIO team to keep well informed of upcoming commitments and responsibilities. Coordination of the team calendars as needed. Prepares agendas, presentations, and briefing materials required for meetings and appointments.
• Prioritizes and follows up on incoming issues and concerns addressed to the EDIO, including those of a sensitive or confidential nature. Works with the EDIO team to determine appropriate course of action, referral or response.
• Coordinates the organization of internal and external meetings and presentations. Acts as a liaison for meeting participants.
• Organizes travel arrangements for the EDIO team, booking rooms, creating and circulating meeting materials, logistics and catering if required.
• Plans, coordinates and distributes meeting packages and minutes for meetings related to the EDIO.
• Tracks, processes, and reports on the EDIO expenses and activities.
• Writes, prepares and distributes various documents, including correspondence and reports.
• Coordinates and maintains the stakeholder engagement files for the EDIO.
• Drafts reports, emails and presentations as needed.
• Supports the onboarding of new team members, including coordinating with IT, creating an onboarding plan, booking onboarding meetings, etc.
• Maintains departmental file structure, retention and disposition process, and advises colleagues on file management issues and document maintenance.
• Coordinates learning and teambuilding activities for the EDIO.

Project and Program Coordination

• Develops and maintains documentation related to project/program milestones and deliverables for the EDIO.
• Tracks and communicates important dates and action items for projects, programs, and deliverables for the EDIO.
• Coordinates, and facilitates, where appropriate, project team meetings, working group meetings, and team huddles.
• Composes and distributes meeting minutes to all project team members and stakeholders, as required.
• Undertakes other project tasks as required.

EDUCATION AND EXPERIENCE

• Diploma or Certificate Program (2-3 years) in business administration, or another related field.
• A minimum of 4-6 years in an administrative position; experience supporting senior leadership is preferred.
• A minimum of 2-4 years of project coordination in a professional work environment.
• Experience working with electronic scheduling systems (e.g. Outlook), Internet, electronic document management systems (e.g. Documentum), platforms such as Monday.com, Menti, Miro, and other business applications (e.g. MS Word, Excel, PowerPoint, Teams).
• Experience working with software and computer applications: MSOffice, MSTeams, MSPlanner, Zoom, Miro.
• Demonstrated experience coordinating meetings and events in a corporate environment, including booking travel, catering, and meeting rooms.
• Demonstrated experience tracking expenses and/or budgets.
• Courses in writing skills, project management/coordination and time management are considered a strong asset.

SKILLS AND ABILITIES

• Strong awareness of systemic inequities and discrimination, developed through lived experience or active involvement in advancing equity and inclusion.
• Knowledge of and deep commitment to equity, diversity, inclusion, justice, anti-racism, and Reconciliation principles.
• Exceptional verbal and written communication skills, with the ability to build strong interpersonal relationships.
• Advanced time management and organizational abilities, demonstrating accuracy and attention to detail.
• Proven capacity to take initiative, work independently, and exercise sound judgment in decision-making.
• Skilled in liaising with staff at all levels across the organization in a professional and respectful manner.
• Ability to manage multiple priorities, meet tight deadlines, and respond effectively to direction from various sources.
• Strong decision-making skills, with the flexibility to work both autonomously and collaboratively within a team environment.
• Proficient in organizing meetings, preparing agendas, and recording accurate minutes.
• Experience with budgets, processing invoices, and handling expense claims with precision.
• Competence in drafting clear, concise correspondence and creating impactful presentations.
• Ability to coordinate and support the work of others, including administrative staff and subject matter experts.
• Thrives in high-volume, deadline-driven environments, maintaining quality and efficiency under pressure.
• Demonstrated ability to handle sensitive issues and maintain strict confidentiality.

POSTING DETAILS

• Job details: 1-year Term, Full-Time. Position is eligible for health/dental benefits and paid time off.
• This posting is for an existing vacancy.
• Salary range: $69,700 to $81,000 – this role is classified as a level 7.
• Location: Fully Remote – working from a home-based office anywhere in the provinces of Ontario and Québec.
• Skill assessment: selected candidates may be required to complete a skill assessment.
• Application deadline: November 26, 2025 at 4:00pm EST.

The CMPA is an equal opportunity employer and is committed to being responsive to those living with disabilities and strives to prevent and remove barriers to accessibility. The CMPA will provide support and accommodation in its recruitment processes to applicants living with disabilities. If you are invited to participate in an interview and/or skills assessment and have accommodation needs, please let us know.

Equity, diversity, and inclusion (EDI) is a key priority, and we actively strive to build a culture of inclusion where employees can be their authentic selves and are valued for their diverse experiences and perspectives.

We welcome and encourage candidates from diverse backgrounds and a variety of lived experiences to apply.