Project Administrator, OwnCare initiative

About Seafair
Seafair is a family of purpose-driven organizations creating meaningful impact through innovation, collaboration, and practical action. Rooted in Newfoundland & Labrador and working across Canada, we partner with community leaders, practitioners, policymakers, and industry to address complex challenges and build solutions that improve lives, strengthen communities, and support long-term growth. As we continue to grow, we are looking for people who are energized by purpose, enjoy variety and collaboration, and want to contribute to work that makes a difference.

About the Role
Seafair is seeking a highly organized, proactive, and discreet Project Administrator to support the Own Care initiative's senior leadership, project management, and operational coordination on complex, time-sensitive initiatives. Guided by our values of Integrity, Innovation, Determination, Community, Action, and Fun, we look for team members who bring care, curiosity, accountability, sound judgment, and a positive team-first approach.

Please note:

This is a hybrid position based in Halifax, NS. Occasional travel may also be required.

Administrative Support for the Own Care Initiative

Manage senior leader scheduling, meeting preparation, briefing materials, and follow-up activities.

Coordinate meetings, agendas, materials, notes, attendance, and next steps.

Support inbox, calendar, and document organization so urgent items and deadlines are visible and tracked.

Coordinate travel schedules, flight details, hotel arrangements, preferred rates, and related logistics.

Act as a friendly, organized coordination point across internal teams, directing questions and tracking follow-through.

Project Coordination for the Own Care Initiative

Attend designated project meetings as required, acting as a central coordination point to track updates, decisions, risks, action items, and follow-up for Seafair.

Organize and maintain the SharePoint Project Management folder so documents are easy to find, consistently named, and stored correctly.

Update assigned project management documents, trackers, templates, meeting notes, process guides, and status materials.

Support planning, coordination, and follow-up by tracking tasks, timelines, owners, and next steps.

Maintain standard operating procedures, templates, and project resources that support consistent delivery and reduce duplication.

Coordinate with others to support the delivery the project's reporting requirements.

Governance and Documentation Support for the Own Care Initiative

Prepare agendas, capture decisions and action items, and maintain accurate governance and project records for Prime.

Maintain organized filing and version control for project documents, contracts, meeting materials, trackers, and correspondence.

Support preparation of materials for executive, partner, and client-facing discussions.

Communication and Stakeholder Coordination for the Own Care Initiative

Liaise professionally with internal leaders, external partners, consultants, and other stakeholders.

Draft and format internal and external communications, agendas, and summaries in support of senior leadership.

Coordinate information flow while maintaining appropriate confidentiality and discretion.

Other Duties as Required at Seafair
As a growing organization, there are often emerging needs and opportunities that may require your support. The role is expected to be a team player to support Seafair's broader teams and overall success.

Qualifications and Experience

3-5 years of experience in a project coordinator, executive coordinator, operations coordinator, executive assistant, or similar role.

Experience supporting senior leaders, project teams, or operational functions in a complex, fast-paced, multi-stakeholder environment.

Strong organization, communication, judgment, discretion, follow-through, and attention to detail.

Comfortable managing competing priorities, ambiguity, confidential information, and time-sensitive deliverables.

Comfort using or learning is an asset.

Strong proficiency with Microsoft 365 tools, including Outlook, Teams, Word, Excel, PowerPoint, SharePoint, and One Note;
Copilot tools and agents, Planner,…