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Employment Opportunity: Administrative Coordinator

Title : Administrative Coordinator

Location : Montréal, QC 

Status : Contract (6 months) Full-time, 35 hours/week

Salary range: 41 374$ to 54 817$

Application deadline: August 4, 2023 (Applications analyzed upon receipt)

Start date: September 2023

Be a part of positive social change

Imagine working for an organization whose core mission is to advance equality, social justice and respect for human dignity. Imagine that your work aligns with your personal values, and that every day you participate in creating positive social change through transformative human rights education programs. Alongside 55 like-minded employees based in Canada, you could help empower people to fight inequality and discrimination, and take action to build safer, more inclusive communities.


The Opportunity

Reporting to the Programs Manager, as the Administrative Coordinator, you support the core organizational functions related to Equitas’ general management, board governance and program governance. You are Equitas’ point of contact for all translation and editing work. You also provides support to the various Equitas program and project teams, primarily in proposal development and report writing. You work closely with the management team, the Program Manager, and the heads of the various program and cross-functional teams. 

The Administrative Coordinator position, is part of a team of four (4) people that provide cross-functional support to all Equitas teams to ensure that the administrative and logistical needs of the organization are met. 


Duties and Responsibilities

Support for Equitas management and governance 

  • Support the planning and organization of Board meetings, (including for the Board Program Committee and the Board Equity and Inclusion Committee) : and carry out note-taking and minute writing. 
  • Support the preparation of meetings and communications between senior management and external stakeholders, such as donors and members of government. 
  • Support the planning, organization and report writing (note taking) for meetings of the following spaces at Equitas: executive team, general staff, Program Steering Committee (PSC), education unit, program unit, knowledge management team and programs (primarily monthly – AEHRE), as needed. 
  • Manage information and maintain files (primarily electronic, but hard copy where appropriate) relating to the Board of Directors, Executive Team and Program Steering Committee. 
  • Provide support for the signature and follow-up of key documents, agreements and certain expenses within the organization. 

  Copywriting, layout and translations

  • Proofread English and French texts for grammar, spelling, tone, and to ensure appropriate use of inclusive language guidelines, and adherence to Equitas style and terminology. 
  • Help make texts more accessible to a wider audience outside Equitas (reduce text length and replace Equitas “jargon” with more accessible terms). 
  • Format documents for final publication, including Word documents, PDFs, newsletters, training manuals, knowledge products, etc., checking in particular that Equitas branding guidelines (and those of funders or partners, where applicable) are respected, and that illustrations and captions are correct. 
  • Translate Equitas communications, tools and internal documents (English > French and French > English). 
  • Coordinate all translation and editing work outsourced by Equitas to external service providers, and review translations. 

  Administrative support for Equitas project teams and departments

  • Support project teams to ensure that all project documentation is organized and accessible to project stakeholders (ensure that respective SharePoint folders are updated with all final versions of documents). 
  • Contribute to the preparation and drafting of narrative reports on activities implemented.  
  • Contribute to Equitas communications by helping project teams provide content for social media, websites, newsletters and promotional materials. 
  • Manage the Equitas general e-mail account. 
  • Contribute to the preparation of project presentations and progress reports (to be shared with stakeholders such as Global Affairs Canada, private donors, Canadian embassies or high commissions in implementing countries), based on advice from project teams. 
  • Support the development of project proposals (collect documents, upload to the donor’s website, collect information on previous projects).


  • Perform other duties as required, according to the needs of the organization, in consultation with the Program Manager and General Management (including human resources and management team support, etc.). 
  • Manage inventory of office supplies. 
  • Contribute to Equitas’ knowledge activities by participating in one of its committees, when relevant and possible. 
  • Contribute to the development (including editing, formatting and translation) of Equitas internal communications (including the production of the monthly internal newsletter). 


What is essential for role

  • Motivation and commitment to Equitas’ mission, vision and values. 
  •  University degree in administration, project management, international development, social or political sciences, education, communications, translation, English, French or any other relevant field. 
  • 2 to 3 years’ proven experience in administration, copywriting, translation or editing. 
  • High level of integrity, tact and discretion. Ability to handle confidential and sensitive information. 
  • A high level of attention to detail 
  • Basic knowledge of design, layout and communication. 
  •  Good ability to carry out simple research and maintain databases and files. 
  •  Good command of the MS Office suite (Microsoft Word, Excel, PowerPoint, Outlook). 
  • Knowledge of WordPress, social media and the following platforms an asset: MailChimp or equivalent, Canva or equivalent, Adobe Creative Suite (including In-Design), Salesforce or other customer relationship management system. 
  • Ability to communicate orally, read and understand documents produced in both of Canada’s official languages (French and English) and excellent writing skills in both languages (French or English), including spelling and grammar. 
  • Ability to manage multiple files and ad hoc tasks simultaneously and efficiently.  


What is an asset for the role

  • Experience in the NGO and non-profit sector 
  • Knowledge of languages other than English or French 
  • Experience in drafting applications, correspondence and reports for donors and other stakeholders 


What we offer

  • We offer the chance to be a part of and make up a diverse and engaged team who 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 are 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 have a centrally located office with a beautiful view of Mont-Royal (we offer a hybrid work arrangement).  
  • 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, which 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 Colour, 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 of 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 websites at equitas.org and SpeakingRights.ca 


How to apply?

Please send 1 attachment (cover letter and C.V.) with your name and Administrative Coordinator in the subject line by August 4, 2023 to the following address: rhequitas@equitas.org