Administrative Coordinator

Job Title: Administrative Coordinator

Vacancies: This posting is for (1) current vacancy

Location: Toronto, ON | Vancouver, BC | Montreal, QC (Detailed office location information can be found by visiting this link: )

Work Model: Hybrid Work Model

Salary Band: 3 ($52,000 - $56,000 CAD)

The Canadian Cancer Society works tirelessly to save lives, improve lives and drive collective action against cancer. Together with patients, volunteers, donors and communities across the country, we raise funds to invest in transformative cancer research, we provide a caring support system for everyone affected by cancer and we advocate to governments to create a healthier future for all. It takes a society to take on cancer – and the Canadian Cancer Society is leading the way

The Administrative Coordinator supports the effective day-to-day operations of the Cancer Information and Policy department by providing consistent administrative and coordination support to the VP and leadership team. The role provides primary support to the VP—calendar, inbox, and meeting management—and supports the leadership team (Directors) with operational coordination to enable smooth day-to-day delivery.

This role focuses on scheduling, coordination, documentation, budget tracking support, and information management to help the department operate smoothly and meet established timelines and requirements. The position will work within established processes and priorities, escalating issues and decisions as required, while working with an innovative, and continuous-improvement mindset.

• Manage calendar with a prioritization lens (sequencing, focus time protection, realistic buffers).
• Triage and coordinate meeting requests, applying established guidelines and flagging conflicts, priorities, or decision points for the VP’s review.
• Triage inbox to surface decisions, time‑sensitive actions and high‑risk issues; draft or coordinate responses as appropriate.
• Prepare concise meeting summaries, briefing materials and action trackers, and support follow‑up on agreed next steps.
• Edit and draft documents and presentations using Word, Excel and PowerPoint, as needed.

• Receive and triage VP and department requests; document ownership, support routing to the appropriate Director/lead and assist in monitoring task completion.
• Coordinate leadership meetings, planning sessions, and reporting cycles
• Provide scheduling/logistics support to Directors as required and support key initiatives (templates, trackers, meeting prep).
• Coordinate external meetings/partner interactions
• Support occasional department logistics (travel coordination, onboarding schedules/packages, team activities/events).

• Act as a resource and coordinate annual and in-year budget cycles (timelines, input collection, consolidation, completeness checks, version control).
• Monitor and maintain internal budget tracking (inputs, commitments, planned vs. actual, forecasts) using approved templates and data sources.
• Prepare consolidated tracking summaries highlighting variances, deadlines and decision points for VPs and Directors to review and approve.
• Liaise with Finance on templates, timelines, coding clarifications and documentation requirements.
• Support reconciliation/accrual activities by gathering documentation and maintaining audit‑ready records.

• Maintain department information management and improve administrative process’ to increase reliability and reduce rework.
• Maintain and refine established administrative workflows and documentation, flagging gaps or issues to leadership when identified, and implement practical improvements.
• Develop and maintain approved administrative documentation (e.g., SOPs, checklists, trackers).
• Leverage Microsoft 365 and approved tools (SharePoint, Copilot,  and other work‑management tools) to streamline communications and coordination.
• Support and maintain low‑risk automations using approved tools and templates (e.g., reminders, routing, intake forms,…