Team Coordinator Public Affairs & Communications

TalentSphere Staffing Solutions; Toronto; On-site; CAD 41,328 - 51,660; Full time

Job summary

TalentSphere Staffing Solutions is seeking a Team Coordinator for a long-term 12+ month contract in Toronto. The successful candidate will provide administrative support to the Education & Transitions team, managing schedules, meetings, travel, and documentation.

Qualifications include a university degree and 3–5 years of relevant experience. Candidates must possess excellent organizational skills and proficiency in MS Office. This is a full-time role paying $30 - $37.50 per hour.

Qualifications

• 3–5 years of experience as a Team Coordinator or Administrative Assistant.
• Excellent written and spoken communication skills in English.
• Ability to manage multiple projects and shifting priorities.

Responsibilities

• Manage scheduling and calendars for the senior team leader.
• Prepare meeting agendas and record minutes to ensure timely follow-ups.
• Coordinate travel arrangements including flights and accommodations.

Skills

Team coordination

Time management

Interpersonal skills

MS Office proficiency

Bilingual (English/French)

Education

University degree in Communications, Business Administration, or Project Management

Tools

MS Office (PowerPoint, Word, Excel, Office 365, SharePoint)

Job description

$30 - $37.50 / hour

Contract Details

Long Term Contract 12+ months

Not For Profit

Start July 2026

Full Time, 8:30am – 5:00pm

Location: Toronto, ON

Reporting to the Director, Corporate Communications, the Team Coordinator provides administrative, operational, and project coordination support to the Education & Transitions team. The role is responsible for managing schedules, coordinating meetings and travel, maintaining team documentation, and supporting the effective delivery of team priorities and projects.

Responsibilities

Scheduling & Calendar Management

• Manage scheduling for the senior team leader and broader team, including calendars and meeting coordination.
• Lead scheduling for all activities in line with approved work plans, ensuring schedules are followed and respected.
• Coordinate meeting logistics, including room bookings, refreshments, and preparation and distribution of supporting materials.

Meeting & Communication Support

• Prepare meeting agendas, record minutes, and distribute documentation to relevant stakeholders on time.
• Follow up on key meeting actions, ensuring leaders are prepared for upcoming engagements and work progresses smoothly.
• Compose routine correspondence proactively, demonstrating sound judgment in identifying when written communication is required.
• Distribute correspondence, monitor email accounts where applicable, and respond or escalate as appropriate with accuracy and attention to detail.

Travel & Expense

• Manage travel arrangements with the travel team, office coordinators, and team assistants, including flights, accommodation, ground transport, visas, and immunization requirements for extensive global travel.
• Prepare and submit expense reports accurately and efficiently in accordance with organizational policies and timelines.

Documentation & Information Management

• Plan, organize, and maintain accurate documentation for the function, including reports and reference materials.
• Maintain the organization and integrity of databases, shared network drives, and SharePoint sites.

Financial & Administrative Support

• Provide support in budget preparation and forecasting processes, supporting financial management activities in line with Foundation policies.
• Provide backup coverage to other team coordinators and executive assistants as required.

Qualifications

• A university degree in Communications, Business Administration, Project Management, or a related field.
• Minimum of 3–5 years of experience as a Team Coordinator or Administrative Assistant in a fast‑paced environment; development sector experience is preferred.
• Project and event management experience is an added advantage.
• Excellent prioritization and time management skills.
• Excellent interpersonal skills, exhibiting grace and calmness under pressure.
• Strong written and spoken communication skills in English.
• Ability to communicate in French is a plus.
• Proficient in MS Office applications (PowerPoint, Word, Excel, Office 365 and SharePoint).
• Detail‑oriented, with a demonstrated ability to consistently produce high‑quality work.
• A can‑do attitude and the ability to work independently with minimal direction or supervision.
• Ability to coordinate and manage multiple projects.
• Flexible, adaptable, and able to execute a range of job duties and changing priorities.
• Excellent verbal, written, and presentation skills, with the ability to communicate with diverse audiences across cultures and translate complex information and data into clear conversations and written materials.
• Professional maturity, cultural sensitivity, and impeccable integrity that reflect the Foundation’s values.

Only applicants with the legal right to work in Canada can be considered for this opportunity.