Programs Specialist

Sacbar; Canada; Hybrid; CAD 55,000 - 75,000; Full time

Job summary

CanREA is seeking a Program Specialist to provide scheduling, logistics and coordination support across the Programs Team portfolio, ensuring meetings run smoothly and stakeholders receive timely outreach.

You will manage calendars across time zones, prepare agendas, circulate minutes, and coordinate with member companies, training institutions and external partners. The role requires 1–3 years of coordination experience and comfort with MS Office and project tools.

Qualifications

• Fluency in English (spoken and written) is required; French is an asset.
• 1–3 years of coordination, scheduling or program support experience.
• Experience with scheduling/project tools and multiple stakeholders is a plus.
• Non-profit or association experience is an asset.
• Interest in renewable energy and energy storage is considered an asset.

Responsibilities

• Coordinate and maintain calendars for Programs Team meetings across time zones.
• Prepare agendas, circulate pre-read materials and record decisions/minutes.
• Conduct stakeholder outreach by phone and email and track action items.
• Support tracking of workplans, timelines and deliverables across the portfolio.
• Coordinate logistics for external meetings, committees, and events.

Skills

Scheduling & calendar management

Stakeholder outreach

Organization & attention to detail

Writing & communication

Self-starter

Team player

Remote work

Education

Post-secondary diploma or degree

Tools

MS Office Suite

Outlook calendar management

MS Planner

Monday.com

SharePoint

Claude

ChatGPT

Job description

About CanREA

The Canadian Renewable Energy Association (CanREA) is the voice for wind energy, solar energy and energy storage in Canada. We represent 350+ member companies working to advance the policies, regulations and market conditions that will power Canada’s clean energy future. Our work spans advocacy, research, events and member services, all in service of a more sustainable electricity system for Canada and future generations. Learn more at renewablesassociation.ca.

The Role

The Program Specialist provides scheduling, logistics and coordination support across CanREA's Programs Team portfolio, which spans operational best practices, site health and safety, workforce development, insurance best practices, advocacy for behind-the-meter solar and energy storage, statistics and data analysis. Success in this role means that meetings, committees and working groups are scheduled accurately and run smoothly, that stakeholders receive timely, professional outreach and consistent follow-up, and that program files and action items stay organized and on track.

The position reports to the Senior Director of Member Programs and works closely with the Manager of Programs and Programs Team colleagues to keep project files moving day to day. Externally, the Program Specialist communicates regularly with member companies, provincial and territorial associations, colleges, polytechnics and other training institutions, unions and training providers, Indigenous organizations, and sector councils to schedule meetings, confirm availability and attendance, and follow up on outstanding items.

Primary Responsibilities

Calendar and Meeting Scheduling

• Coordinate and maintain calendars for Programs Team meetings, committees, working groups and task forces, confirming availability across internal and external participants and time zones.
• Schedule recurring and ad hoc meetings using scheduling and calendar tools (e.g., MS Outlook, Monday.com, or equivalent) and arrange video conference links.
• Prepare and circulate meeting agendas and pre-read materials in advance of scheduled sessions.
• Record decisions, action items and next steps during meetings, and distribute minutes promptly after each session.

Stakeholder Outreach and Follow-Up

• Conduct outreach by phone and email to member companies, training institutions, government contacts and other external stakeholders to confirm meeting attendance and gather scheduling availability.
• Follow up with assigned owners on outstanding action items to confirm completion by agreed deadlines, escalating to the Manager or Senior Director where needed.
• Maintain up-to-date contact lists and distribution groups for member committees, working groups, training partners and other Programs Team stakeholders.
• Respond promptly and professionally to stakeholder inquiries, directing more complex questions to the appropriate Programs Team lead.

Program and Project Coordination

• Support the Programs Team in tracking workplans, timelines and deliverables across the portfolio, including wind, solar and energy storage operational best practices, site health and safety, workforce development, insurance best practices, and behind-the-meter solar and energy storage advocacy.
• Maintain organized project files, shared drives and tracking documents so that program status is current and easy for the team to access.
• Coordinate the logistics of producing and circulating technical guidance, best-practice documents and position papers, including formatting, proofreading support and version control.
• Support the coordination of external consultants, contractors and vendors, including scheduling check-ins and tracking deliverable due dates.
• Provide administrative and scheduling support for research projects and data-collection initiatives, including coordinating interviews or surveys with stakeholders.
• Support the planning and logistics of CanREA's participation in external workforce tables, advisory committees, and industry and education-sector events.

What Success Looks Like

• Meetings, committees, and working groups are scheduled accurately, efficiently and with minimal conflicts.
• Stakeholders receive timely, professional outreach and consistent, reliable follow-up.
• Action items are tracked diligently and closed out on schedule.
• Program files and records are well organized, current and easy for the team to find.
• Scheduling conflicts, stakeholder concerns and other potential issues are identified swiftly and communicated proactively.
• Support to the Programs Team, CanREA members and external stakeholders is dependable, detail-oriented and consistent.

Qualifications

Functional Competencies

• Scheduling and calendar management – demonstrated ability to coordinate calendars across multiple stakeholders and time zones, and to manage competing scheduling priorities.
• Stakeholder outreach and communication – comfortable initiating outreach by phone and email, following up persistently and professionally, and maintaining positive working relationships with members and partners.
• Organization and attention to detail – ability to track multiple project files, action items and deadlines simultaneously, with strong follow-through.
• Writing and communication skills – clear, professional writing for meeting agendas, minutes, correspondence and stakeholder communications.
• Self-starter – comfortable working with a good degree of autonomy, prioritizing tasks and recognizing when to elevate to the Manager or Senior Director.
• Team player – open to supporting CanREA-wide priorities and pitching in across the Programs Team as needed.
• Remote work – able to work effectively, reliably and independently from home.

Administration

• Knowledge of MS Office Suite, including Outlook calendar management.
• Familiarity with scheduling and project management/collaboration tools (e.g., MS Planner, Monday.com, SharePoint, or equivalent).
• Familiarity with AI tools such as Claude and Chat GPT.
• Ability to travel occasionally to attend CanREA events and meetings. Approximately 5-10% of the time.

Education

• Post-secondary diploma or degree in a relevant field such as business administration, communications, public policy, environmental studies or a related discipline, or a comparable combination of education and experience.

Experience

• 1 to 3 years of experience in a coordination, scheduling, administrative or program/project support role.
• Experience scheduling and coordinating meetings, committees or events involving multiple external stakeholders is an asset.
• Experience using scheduling, calendar or project management/collaboration tools.
• Fluency in English (written and spoken) is required; French (written and spoken) is an asset.
• Non-profit or association experience is an asset.
• Knowledge of or interest in the renewable energy sector and energy storage and environment policy is considered an asset.

AI at CanREA

At CanREA, we embrace AI as a tool to support smarter, more efficient ways of working, when used thoughtfully and responsibly.

That said, people matter most. While AI may assist in drafting materials like this posting, we do not use AI to evaluate applicants. Every application is reviewed by members of our team to ensure a fair and human-centered hiring process.

Accessibility & Accommodation

CanREA is an equal-opportunity employer with policies and practices intended to build an inclusive and accessible work environment. If you require accommodation during the recruitment process, please include this in your cover letter and all efforts to provide the appropriate accommodation will be put into place.