Senior Administrative Coordinator

Position

Senior Administrative Coordinator

Reports To

Manager, Professional Development Operations

Contract Type

Indefinite, Full Time

Job Summary

The Senior Administrative Coordinator supports the delivery and execution of our virtual and in-person Professional Development (PD) programs. This role is responsible for coordinating scheduling, instructor communications, venue logistics, and documentation processes. Working under the guidance of the Manager, Professional Development Operations, the Senior Coordinator ensures smooth operations and a high-quality experience for instructors, participants, and stakeholders.

Key Responsibilities Program and Speaker Coordination & Planning

• Collaborate with the Manager, PD Operations and Administrator, PD to schedule PD programs across various delivery formats, confirming availability, seminar content updates and speaker bios.
• Assist with scheduling and logistical planning for executive programs.
• Liaise with other CPA provincial bodies to coordinate shared course offerings, support scheduling and ensure consistent delivery.
• Manage venue coordination for in-person PD and executive programs, including booking, setup, and vendor liaison.

Instructor & Program Support

• Prepare and issue instructor contracts for all courses and PD events (i.e. Executive Programs, conferences, in-house and external training, etc.).
• Coordinates in-house seminars from initial inquiries, planning and scheduling, drafting contracts and confirmation letters, event delivery, invoicing and post-event follow up.

Virtual Seminar Monitoring & Hosting and On-Site Administration

• Host live webinars via Zoom, including setup of meeting configurations and providing technical support to instructors.
• Monitor virtual live sessions, including housekeeping announcements, introducing instructors, tracking attendance, launching polls, and assisting participants as needed.
• On site administration - Sets up registration table, projectors and other AV equipment; checks on proper room set-up and accurate signage; trouble shoots any problems the instructor might encounter; addresses requests by attendees with the venue; at the end of the day returns to the venue and "close up" (take down projectors, banner, store leftover material).

Tool Implementation & Documentation

• Work with new scheduling tools and maintain and update supporting documentation for departmental tools and resources, including user guides and operational checklists.
• Support the development, maintenance, and revision of instruction manuals, process documentation, and operational checklists to ensure accuracy and usability.
• Assist with editing and formatting PD Working Group (PDWG) course materials.

Administrative & Financial Support

• Assist with the processing of PD-related invoices, ensuring accuracy and timely submission.
• Support the reporting of partnership course registrations and related financial reporting.
• Other duties and responsibilities as assigned from time to time by the Manager, Professional Development Operations.

Key Requirements Knowledge and Experience

• Three (3) plus years of experience in Program Coordination, Operations, or Administrative Support.

Demonstrated

Skills and Abilities

• Strong organizational and multitasking skills.
• Ability to work collaboratively as part of a team and independently with minimum supervision.
• Intermediate proficiency with MS Office, in particular Word, Excel, PowerPoint and Outlook.
• Comfortable adapting to changing tasks and project requirements.
• Excellent interpersonal, communication and presentation skills, both verbally and written.
• A high degree of tact, diplomacy, and professionalism.
• Meticulous attention to detail, refined organizational and time management skills.
• Proven self-starter and team-builder with the ability and aptitude to self-motivate and take initiative with little supervision or direction.
• Proven ability to prioritize competing requirements and deadlines under pressure.

Preferred Knowledge, Experience,

Skills and Abilities

• Bachelor’s degree or post-secondary qualification in Business Administration, Education, Event Management, or a related discipline would be an asset.

The starting annual salary for this…