Communications Coordinator
Location: Virtual Employment Opportunity with in-person team
meetings up to 4 times per year, for a maximum of 3 consecutive days
Reports to: Communications Lead
Job Summary
Reporting to the Communications Lead, the Communications Coordinator provides support to the Communication team in the delivery of the team’s portfolio of work.
Duties and Responsibilities
Communication, Calendar Management and Meetings
· Using a high level of initiative, discretion and judgement, administers and co-ordinates and provides administrative support to members of the Communications team, as required.
· Schedules internal and external appointments and meetings for the Communications team; arranges travel, completes expense claims and maintains accurate records and filing system (shared and department) ensuring documents are accessible and secure.
· Receives and screens incoming calls, queries, mail, the media@ mailbox, publications and correspondence and ensures the queries are routed effectively (as required) and that timely responses are provided. Compose replies (in French and English) to general inquiries of a non-technical nature, acknowledgements and interim replies, as required. Consults with staff members, responds to inquiries and drafts replies.
· Serves as a first point of contact for key stakeholders connecting with HWC and therefore is very aware of and sensitive to the importance of a warm, open, friendly approach. In addition, be extremely cautious and engage team members quickly when receiving media, government and other sensitive requests.
· Collaborates effectively with the Partnerships Coordinator and other administrative support staff within HWC, as well as with external partner organizations, as required.
Communications Support
1. Provides social media, web and newsletter development, coordination, posting, monitoring and metrics reporting, and other supports as necessary.
2. Coordinates design and branding, working closely with external vendors, developing simple design through technology such as Canva.
3. Provides presentation and document development support for Communications team and HWC senior leaders, as needed.
4. Monitors Media@ mailbox and coordinates responses, in a time sensitive manner, together with the Communications Lead.
5. Conduct media, government and other research, as required, to support Communications reporting and initiatives.
6. Coordinates French translations for the team, reviewing translation for Communications products for accuracy, and periodically for the broader HWC team as required.
7. Track Communications budget spends and follow up with vendors as required.
8. Manages meeting summaries and action item for meetings.
9. Works closely with the Partnerships team, supporting major HWC events and other work, as required.
General Administrative Duties
· Participates on special projects by assisting team leaders with planning and follow-up for initiatives undertaken by the organization.
Knowledge and Experience
· Education at the post-secondary level or equivalent related education/experience.
· Minimum 5 years related administrative experience at a senior level.
· Proven organizational ability and ability to work in a fast-paced environment.
· High degree of initiative, discretion and tact.
· Strong interpersonal skills and ability to network and collaborate with both internal and external stakeholders.
· Tech savvy with demonstrated depth of experience in technology (Microsoft Office Suite, Canva, MailChimp) and a demonstrated ability to effectively and responsibility incorporate AI into day-to-day work.
· Effective verbal and written communications skills.
· Experience with social media, traditional media, web and newsletter coordination preferred.
· Fluency in both official languages is mandatory.
· Ability to meet travel requirements.
Last Revision: December 8, 2025