Job opportunity: Administrative Coordinator

Title: Administrative Coordinator

Location: Montreal, Canada

Status: Permanent position, Full time, 35 hours/week

Salary range:  $41,374 to $54,817

Application deadline: August 3, 2026

Contract starting date: As soon as possible

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 participate every day in creating positive social change through transformative human rights education programs. Alongside 40 like-minded colleagues in Canada and partners around the world, you could help empower people to address inequality and discrimination, and work to build more inclusive and rights-respecting communities with Equitas.

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 crossfunctional teams to ensure the smooth running of organizational activities and processes.

Tasks and main 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.

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 chance to be a part of and make up a diverse and engaged team of people that are all meaningfully contributing to positive social change in Canada and around the world in their own way.
• We value self-care, inclusion, and empathy towards all team members and place a strong emphasis on work-life balance. In addition to vacation time, we offer 2 weeks off over the winter holidays.
• We’re all about learning and offer all employees the opportunity to participate in Learning Committees based on their interests and participate in a workplace culture that is constantly looking for ways to improve and innovate
• We believe in trust and openness and offer a flexible work environment.
• We believe in creating space for everyone to lead and offer opportunities within our governance structure to allow for individuals in all roles to take on opportunities for leadership.
• We offer a comprehensive benefits package that includes a competitive salary for the NGO sector, 3 weeks paid vacation (4 weeks after 3 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 any candidates who have experienced marginalization, in particular, Black, Indigenous, and People of Color, 2SLGBTQI+ people, and people living with disabilities. Candidates who wish to do so may self-identify in their application.

At Equitas, we do not tolerate harassment, discrimination, violence, or abuse of any form. All employment offers are conditional on the signing of Equitas’ Human Resources Policy, our Policy on Preventing Sexual Violence, Harassment and Discrimination, and satisfactory references.

Equitas thanks all applicants for their interest. However, only applicants selected for an interview will be contacted.

For further information about Equitas consult our website’s Who are we section at

How to apply?

Please send 1 attachment (cover letter and C.V.) with your name and “Administrative
Coordinator” in the subject line by August 3rd, 2026 to: rhequitas@equitas.org

Applications will be reviewed upon receipt.