Employment opportunity – Administrative Coordinator

Be a part of positive social change

Imagine working for an organization whose primary mission is to advance equality, social justice, and respect for human dignity. Imagine that your work aligns with your personal values and that you contribute every day to creating positive social change through transformative human rights education programs. Alongside some 40 like-minded colleagues based in Canada, you could help empower communities to fight inequality and discrimination and take action to build safer and more inclusive communities.

 

The Opportunity

Equitas is seeking a highly motivated Administrative Coordinator who is passionate about human rights, equality, and inclusion and has administrative experience. Reporting to the Direction of Operations, you will support the organization’s core operational functions, including supporting internal processes, coordinating activities, managing information, and providing logistical support. In this role, you will also provide support to the Executive Director, the governance of the Board of Directors, and the governance of Equitas’ programs. You will work closely with the management team and the leads of the various program and cross-functional teams to ensure the smooth running of organizational activities and processes.

 

Tasks and Responsibilities

Support for Equitas’s Executive Director and Governance

• Support the preparation of meetings and communications between the Executive Director and external stakeholders, such as donors and government officials.
• Support the planning, organization, and drafting of reports (notetaking) for meetings of the following groups at Equitas: management team, general staff, as needed.
• Assist the Executive Director in managing their schedule as well as in the logistical coordination of their travel arrangements.
• Assist the Executive Director by translating documents as needed.
• Provide support for the signing and tracking of key documents, agreements, and certain expenses within the organization.
• Support the planning and organization of Board of Directors and committee meetings and take notes and draft meeting minutes.
• Manage information and maintain files (primarily electronic, but on paper when relevant) related to the Board of Directors and the management team.

Provide operational support to Equitas’ various departments

Depending on organizational priorities, the individual will provide administrative and logistical support, as needed, to various departments, including:
• Supporting Equitas’s security focal point with administrative security management (particularly in relation to staff travel).
• Contribute to the development or revision of Equitas’ policies, procedures, and operational tools (e.g., procurement policy, security management tools, IT procedures).
• Manage Equitas’s general email account.
• Manage the office supplies inventory.
• Ensure the organization and accessibility of documentation, making sure SharePoint files are updated with the final versions of documents.
• Ensure that documents with a relationship to the delegation of authority policy are archived in SharePoint.
• Coordinate logistics for Equitas events in collaboration with the relevant teams (reservations, invitations, participant follow-up, equipment, etc.).

Other
• Perform other tasks as needed, based on the organization’s requirements, in consultation with the Operations Department and the Executive Director.
• Identify, improve, and monitor specific processes and procedures to optimize the efficiency of office workflows.

 

Who are you?

You are passionate about human rights and social justice and fully embrace Equitas’ mission, vision, and values. You wish to contribute to an inclusive work environment that reflects the diversity of the Equitas community. You possess excellent organizational and planning skills, as well as a proven ability to meet deadlines and manage multiple priorities simultaneously. You demonstrate autonomy, rigor, and sound professional judgment, qualities essential for working closely with the Executive Director. You are flexible and adaptable, and you have the ability to work within a small team in an intercultural environment with a diverse range of partners.

What is essential for the role

• Eligibility to work in Canada.
• Bilingualism in both official languages (English and French).
• High school diploma.
• Minimum of 2 years of proven administrative experience (experience in a nonprofit, charitable, or civil society organization is a plus)
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, MS Teams, Outlook, and other related programs).
• A high level of integrity, tact, and discretion. Ability to handle confidential and sensitive information.
• High attention to detail and organizational skills.
• Ability to manage multiple projects and ad-hoc tasks simultaneously and efficiently.
• Ability to respond quickly and effectively to changing circumstances.
• Analytical skills and the ability to take initiative.
• Strong written and oral communication skills, with the ability to communicate effectively at all levels of the organization, including with senior management.

What is an asset for the position

• Post-secondary education in a related field such as (but not limited to) administration, event planning, social justice, international development, or human rights.
• Experience in the NGO sector.
• Commitment to human rights, human rights education, and/or social justice issues.
• Knowledge of cloud-based document management platforms (SharePoint) and customer relationship management systems (Salesforce) is a significant asset.
• Proficiency in languages other than English and French

What We Offer

• We offer the opportunity to be part of a diverse and committed team that, in its own way, makes a significant contribution to positive social change in Canada and around the world.
• We value autonomy, inclusion, and empathy toward all team members and place great importance on work-life balance. In addition to vacation time, we offer two weeks of time off during the winter break.
• We are deeply committed to learning and offer all staff members the opportunity to participate in learning committees based on their interests and to be part of a corporate culture that constantly seeks to improve and innovate.
• We have a central office with a magnificent view of Mount Royal (we offer a hybrid work model).
• We believe in trust and openness and offer a flexible work environment.
• We believe in creating a space where everyone can lead, and we provide opportunities within our governance structure to enable individuals in all roles to take on leadership responsibilities.
• We offer a comprehensive benefits package, including a competitive salary for the NGO sector, three weeks of paid vacation (four weeks after three years), paid personal days, medical, dental, and life insurance, a group RRSP, and much more!

Join us!

Given the nature of our work, Equitas strongly encourages applications from people who have experienced marginalization, particularly Indigenous, Black, or racialized people, 2SLGBTQI+ individuals, and people living with a disability. Applicants who wish to do so may self-identify in their application.
At Equitas, we do not tolerate harassment, discrimination, violence, or abuse in any form. All job offers are conditional upon signing Equitas’ Human Resources Policy, our Policy on the Prevention of Violence, Harassment, and Sexual Discrimination, and upon satisfactory references.
Equitas thanks all applicants for their interest. However, only those selected for an interview will be contacted.
For more information about Equitas, visit the relevant section of our website at equitas.org.

How to Apply?

Please send one attachment (cover letter and resume) with your name and “Administrative Coordinator” in the subject line by April 2, 2026, to rhequitas@equitas.org