Administrator, Office Administrator​/ Coordinator, Administrative​/Clerical

Meet Canadian Science Publishing (CSP):

Canadian Science Publishing (CSP) is Canada’s largest independent, not-for-profit publisher of scientific journals. We are dedicated to mobilizing research that drives discovery, innovation, and positive change.

With roots dating back to 1929, CSP publishes 26 international journals across the natural and physical sciences and engineering. We champion open science, equity, diversity, and sustainability, and work closely with the scientific community to share knowledge that shapes a better future.

We’re proud to be a remote-first organization with a people-focused culture. We enjoy flexible work arrangements, generous paid time off, employer-sponsored health benefits, RRSP matching, and opportunities for ongoing learning and development – all while working alongside a team of highly engaged people who are deeply committed to CSP’s mission and values.

CSP is seeking an Administrator to provide high-quality, proactive administrative and coordination support to the senior leadership team, Board of Directors, and broader organization.

This position reports to the Chief of Business Operations. You'll play an important role in keeping organizational operations running smoothly by coordinating schedules and meetings, supporting Board and committee activities, managing travel and business expenses, preparing presentations and correspondence, coordinating events, and providing project support.

This is a high-trust role that requires sound judgment, discretion, and professionalism. It's an excellent opportunity to gain exposure to scientific publishing, organizational leadership, and corporate governance within an independent, not-for-profit organization. Working closely with senior leaders and the Board of Directors, you’ll develop a broad understanding of how CSP operates while building valuable professional and organizational skills.

Responsibilities include, but are not limited to:

• Provide administrative support to the Chief Executive Officer and Chief of Business Operations including coordination related to CSP’s office space, equipment, and other operational needs.
• Coordinate travel arrangements, including flights, accommodations, itineraries, and related logistics.
• Liaise with CSP’s travel provider and monitor travel bookings for compliance with organizational policies.
• Coordinate and process expense claims for Journal Editors and Board members, including reconciling expense accounts and credit card statements.
• Coordinate shipping and mail from the office, including cheques, laptops, onboarding materials, conference materials, and employee gifts.
• Maintain accurate and organized digital files and records.
• Prepare, format, and review documents, presentations, correspondence, and other materials using Microsoft 365.
• Draft and distribute correspondence, memos, meeting materials, and other communications as required.
• Support file migration, document organization, and other administrative projects within SharePoint.
• Provide administrative support to employee committees and organization-wide initiatives.
• Coordinate and support projects and special assignments by establishing priorities, managing timelines, coordinating stakeholders, monitoring progress, and resolving issues.
• Support the planning and execution of company-wide events, including Editors’ Meetings, all-staff meetings, and other organizational events.
• Coordinate event logistics, including venues, catering, equipment, accommodations, and audio/visual requirements.
• Prepare meeting minutes on behalf of CSP’s Board of Directors, leadership team, committees, and project teams, and action items as required.

• Organize and maintain Board information and documentation within the Board SharePoint site.
• Coordinate logistics for Board and committee meetings, including meeting schedules, accommodations, venues, catering, audio/visual equipment, and virtual meeting technology.
• Compile, organize, and distribute meeting agendas, presentations, reports, and other materials for Board and committee meetings.
• Prepare and distribute meeting minutes and action items.
• Ensur…