Administrative Coordinator – Contract Role (Part-Time)

Contract Duration: 6 months

Hours: 24 hours/week (5 days/week, 4 hours/day)

Location: Fully remote

Pay: Hourly $28 - $33 up to 24 hours a week. (annually $34,000 - $41,000)

Benefits: prorated vacation (7.5 4 hour days for contract term length) and sick time (4 days, 4 hours per day), extended health benefits

Applications Close: May 20, 2025

Role Overview

We’re excited to welcome a new Administrative Coordinator to our team at Medow Consulting! This is a newly created position with lots of potential to grow over time. At its core, this role is all about keeping things running smoothly behind the scenes.

We’re looking for someone who’s organized, tech-savvy, and proactive—someone who’s comfortable working remotely, juggling a mix of tasks, and stepping in to help wherever it’s needed. You'll support everything from scheduling and meeting notes to executive admin and internal systems. It’s a great fit for someone who loves being the go-to person who keeps the details on track.

Key Responsibilities

• Schedule interviews and meetings and coordinate related communications.

• Provide support for survey-based data collection projects (training will be provided).

• Attend and take notes during meetings and interviews; synthesize outcomes and track follow-ups.

• Track staff time off and maintain related records.

• Proofread and edit internal documents and communications.

• Search weekly for relevant Request for Proposals (RFP) opportunities (training will be provided).

• Maintain an Excel-based RFP tracking tool.

• Manage software and publication subscriptions.

• Support coordination of off-site events (bookings, catering, invitations, travel).

• Track team expenses and process reimbursements.

• Provide executive administrative support to the President, including calendar management, travel support, and deadline reminders.

• Complete monthly reports for Vendor of Record lists.

• Manage internal calendars, memos, and facilities (virtual or physical if applicable).

Growth/Optional Tasks (as capacity and interest allow)

• Conduct After Action Reviews (AARs).

• Manage internal project files and document taxonomy.

• Support upkeep of organizational documents and templates.

• Use Asana for project tracking and OKR progress (specific duties TBD).

• Assist with visual presentation of materials using Canva.

• Support new hire onboarding and exit processes.

• Create internal process documentation and implement improvements.

• Coordinate team social outings and internal reminders.

• Maintain password keeper tools.

• Update client/project files and website content.

• Support LinkedIn and holiday card coordination.

Required Qualifications and Experience

• Preferred 3+ years of experience in an administrative, coordination, or executive assistant role.

• Strong organizational skills with the ability to juggle multiple priorities.

• Excellent communication, editing, and proofreading skills.

• Experience supporting senior leadership, including scheduling and follow-up assets.

• Proficiency with Microsoft Office tools.

• Comfort with or interest in learning tools such as Asana, Excel, Canva, Squarespace, data and document management systems.

• Experience working in a remote environment, with strong self-management skills.

Key Attributes

• Confident working with minimal supervision and managing shifting priorities.

• Detail-oriented, responsive, and proactive.

• Approaches tasks with flexibility and a solutions mindset.

• Exercises discretion and maintains confidentiality.

• Professionally communicates with senior stakeholders and partners

Medow Consulting is committed to creating an inclusive and equitable workplace. We encourage candidates from diverse backgrounds including women, Indigenous peoples, Black and racialized peoples, those with disabilities, members of diverse gender identities, and others to apply. 

Don't meet every single requirement? Studies have shown that women, and individuals from traditionally marginalized groups are less likely to apply to jobs unless they meet every single qualification in the job posting. At Medow Consulting, we are committed to a diverse and inclusive environment so we strongly encourage you to apply even if you don't believe you meet every single qualification outlined but read this posting with excitement. 

To learn more about the work we do, please visit Services and Our Work. 

If you have a disability and require any accommodation, please indicate this on your application and we will work with you to meet your accessibility needs. 

Applications can be sent to support@supportpanda.ca with the subject title of “Administrative Coordinator Application: Medow Consulting”. In lieu of a cover letter, please instead answer these two questions separate from your resume. 

1. Why does the structure of this role fit your life? Specifically part-time work and the virtual format? 

2. What would we not know about you from your resume that you want to share with us?