Creative Projects Coordinator – Health & Wellness (Hybrid)

White Bay; Toronto; Hybrid; CAD 55,000 - 65,000; Full time

Job summary

White Bay in North York, Ontario, is seeking a Creative Services Projects Coordinator to organize and coordinate a portfolio of marketing and creative initiatives. This hybrid role supports timelines, resources, and stakeholder communication across a fast-paced in-house creative team.

The person will translate requirements into actionable plans, build schedules, monitor progress, and provide visibility into status and risks while collaborating with multiple departments and external partners.

Qualifications

• 2–5 years coordinating marketing or creative projects.
• Strong organizational skills with the ability to manage several projects, priorities, and deadlines simultaneously.
• Demonstrated experience working across multiple departments and coordinating stakeholders with different priorities.
• Strong written and verbal communication skills, with the ability to keep stakeholders informed and aligned.
• Highly detail-oriented approach with strong follow-through and accountability.
• Comfortable working in a fast-moving environment where priorities and deadlines can change.

Responsibilities

• Coordinate the planning and execution of multiple marketing and creative initiatives from initial brief through completion.
• Build and maintain project schedules, milestones, task lists, and delivery plans across concurrent initiatives.
• Monitor project activity and follow up on outstanding tasks to help ensure deliverables are completed on schedule.
• Coordinate the flow of information between creative teams, marketing stakeholders, trade teams, vendors, and other business partners.
• Serve as a central point of contact for day-to-day project communication and coordination.
• Organize project meetings, establish agendas, capture decisions, and circulate follow-ups and action items.
• Help prioritize incoming work and coordinate assignments across team members based on project requirements and deadlines.
• Monitor workloads, project milestones, and team capacity to identify potential bottlenecks before they affect delivery.
• Maintain accurate project records, workflow documentation, status reports, and tracking systems.
• Provide regular visibility into project progress, outstanding actions, upcoming deadlines, and potential risks.
• Identify scope changes, competing priorities, resource constraints, and scheduling challenges, escalating issues when appropriate and helping develop practical solutions.
• Support a productive and collaborative team environment by encouraging accountability, clear communication, and effective problem-solving.
• Work alongside the Manager, Creative Operations & Governance to turn broader workflow processes and operational priorities into practical day-to-day execution.
• Provide project and workflow information that can be used for capacity planning, stakeholder updates, reporting, and process optimization.
• Contribute to improving project management practices, workflows, and coordination processes within the internal creative function.
• Develop an understanding of the unique requirements involved in managing projects within an in-house creative team.

Skills

Project coordination

Cross-department collaboration

Organizational skills

Communication skills

Adaptability

Education

Bachelor's degree in Project Management

Tools

Asana

Monday.com

Trello

Job description

White Bay in North York, Ontario, is seeking a Creative Services Projects Coordinator to organize and coordinate a portfolio of marketing and creative initiatives. This hybrid role supports timelines, resources, and stakeholder communication across a fast-paced in-house creative team.

The person will translate requirements into actionable plans, build schedules, monitor progress, and provide visibility into status and risks while collaborating with multiple departments and external partners.