Project Administrator

Ian Martin Group; Toronto; Hybrid; CAD 52,000 - 78,000; Full time

Job summary

The Ian Martin Group is seeking a Project Administrator II for a 12-month contract in North York, ON. This hybrid role supports Community and Indigenous Engagement teams, manages records and communications, coordinates meetings, and tracks action items to ensure timely delivery of project milestones.

Responsibilities include maintaining engagement mailboxes, drafting correspondence, taking minutes, coordinating events, and supporting sponsorship and funding applications.

Qualifications

• Post-secondary education or equivalent experience in business/office administration.
• Minimum of 3 years of administrative or project coordination experience.
• Proficiency with Word, Excel, PowerPoint, Outlook, and SharePoint.
• Experience maintaining records, documentation, databases, and filing systems.
• Strong written and verbal communication skills for professional correspondence.
• Excellent organizational skills with attention to detail and accuracy.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Manage and monitor engagement mailboxes and records in internal databases.
• Draft correspondence for engagement activities with First Nations communities and other stakeholders.
• Attend meetings, take minutes, and distribute documentation promptly.
• Coordinate meetings and engagement activities with Indigenous Nations and project teams.
• Track commitments and follow-up actions from meetings and consultations.
• Maintain contact databases and distribution lists for stakeholders.
• Prepare and distribute presentations, briefing notes, and reports.
• Coordinate internal communications and team updates.
• Review documents to ensure accuracy and quality standards.

Skills

Business Administration

Office Administration

Project Administration

Microsoft Office Suite

SharePoint

Communication skills

Organizational skills

Independent work

Stakeholder engagement

Education

Post-secondary education in Business Administration, Office Administration, Project Administration, or related field

Tools

Microsoft Office Suite

SharePoint

Job description

Project Administrator

• Contract Length: 12 Months


• Work Type: Hybrid


• Location: North York, ON

Raise is currently hiring a contract team member on behalf of our client. They're expanding their team to meet growing needs, making this a unique opportunity to work with an industry leader.

Job Overview:

• The Project Administrator II provides administrative, coordination, engagement, and project support to Community and Indigenous Engagement teams. This role plays a key part in facilitating stakeholder engagement activities, maintaining accurate records and documentation, supporting corporate citizenship initiatives, coordinating events, and ensuring effective communication across project teams and community partners. The successful candidate will demonstrate strong organizational skills, attention to detail, and the ability to manage multiple priorities in a dynamic environment.

Key Responsibilities:

• Manage and monitor engagement mailboxes, creating and maintaining records within internal database systems.


• Review, prepare, and draft correspondence and letters to support engagement activities with First Nations communities and other stakeholders.


• Attend meetings, record detailed minutes, and distribute finalized documentation in a timely manner.


• Coordinate meetings, consultations, and engagement activities with Indigenous Nations, community groups, stakeholders, and project teams.


• Track community commitments, action items, and follow-up activities arising from engagement meetings and consultations.


• Maintain and update contact databases, stakeholder records, and distribution lists.


• Prepare, format, and distribute presentations, briefing notes, reports, meeting materials, and correspondence.


• Coordinate internal communications and support team-wide updates.


• Review documents and communications to ensure consistency, accuracy, and quality standards are met.


• Support sponsorship and funding applications for local communities and Indigenous groups by guiding external applicants and internal stakeholders through established corporate processes.


• Coordinate community engagement events that strengthen stakeholder relationships and support organizational objectives.


• Order promotional materials, maintain inventory levels, and ensure event readiness.


• Manage event logistics, including venue bookings, catering arrangements, accommodations, transportation, payments, and other event-related requirements.


• Review and edit engagement records, logs, and documentation to ensure accurate reporting and record keeping.


• Coordinate the review and approval of meeting minutes with internal staff and external consultants.


• Maintain project files, consultation records, correspondence, and supporting documentation in accordance with regulatory, corporate, and records management requirements.


• Assist with regulatory filing preparation by organizing consultation records and supporting documentation.


• Support the preparation, quality control, and distribution of consultation summaries, reports, presentations, and briefing materials.


• Maintain team SharePoint sites, records repositories, and access permissions.


• Manage shared team calendars and coordinate schedules as required.


• Submit and track vendor onboarding requests and associated documentation.


• Collaborate closely with project teams, consultants, community representatives, and engagement team members to support ongoing initiatives.


• Participate in regular project meetings, team meetings, and ad hoc planning sessions.


• Coordinate building access, guest registrations, Wi-Fi access, room bookings, and other administrative arrangements required for meetings and consultations.

Qualifications:

• Required:
  
  
  
  • Post-secondary education in Business Administration, Office Administration, Project Administration, or a related field, or an equivalent combination of education and experience.
  
  
  • Minimum of 3 years of administrative or project coordination experience.
  
  
  • Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and SharePoint.
  
  
  • Experience maintaining records, documentation, databases, and filing systems.
  
  
  • Strong written and verbal communication skills, with the ability to prepare professional correspondence and meeting materials.
  
  
  • Excellent organizational skills with strong attention to detail and accuracy.
  
  
  • Ability to manage multiple priorities and competing deadlines in a fast-paced environment.
  
  
  • Demonstrated ability to work independently with minimal supervision.
  
  
  • Strong interpersonal skills and the ability to build positive working relationships with diverse stakeholders.
  
  
  • Ability to quickly learn new processes, systems, and administrative procedures.
  
  
  
  


• Preferred:
  
  
  
  • Experience supporting Indigenous engagement, community relations, stakeholder engagement, or consultation activities.
  
  
  • Experience coordinating community events, meetings, or public engagement initiatives.
  
  
  • Familiarity with records management practices and regulatory documentation requirements.
  
  
  • Experience working with external consultants, vendors, or multidisciplinary project teams.
  
  
  • Knowledge of corporate sponsorship, community investment, or community engagement processes.
  
  
  
  

We strive to build teams that reflect the diversity of the communities we work in. We encourage all qualified applicants to apply, including people from traditionally underrepresented groups such as women, visible minorities, Indigenous peoples, people identifying as LGBTQ2SI, veterans, and people with visible/nonvisible disabilities.

We have a dedicated webpage for accommodations where you can learn more about what we offer and request accommodation: https://raise.jobs/accommodations/

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