Executive Coordinator, Collections Care

Royal Ontario Museum; Toronto; On-site; CAD 74,000 - 88,000; Full time

Benefits offered by this job

Benefits coverage

Pension plan

Parental leave top-up

ROM membership

Attractions discounts

Job summary

Royal Ontario Museum (ROM) in Toronto, ON seeks an Executive Coordinator to support the Collections Care division with executive-level duties, budgeting, and project coordination. You will liaise with leaders and stakeholders, manage calendars, prepare reports, and help drive strategic initiatives.

The role is based onsite with strong collaboration across teams. Ideal candidates will have a university degree and 5+ years supporting senior leadership, with proficiency in Microsoft 365 and Power

Qualifications

• University degree or equivalent combination in business administration, arts administration, museum studies, cultural management, or related field
• Minimum five (5) years experience supporting senior leadership in executive coordination, operations, administrative, or project coordination
• 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

Responsibilities

• 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

Skills

Microsoft 365

Power BI

Copilot

SharePoint

Budget administration

Executive support

Calendar management

Education

University degree or related field in business/arts/museum studies

Tools

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

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

1. 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.
2. 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.
3. 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 foster 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.

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 [e-mail] 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.

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