Business Operations Specialist
About The Position
Reporting to the Project Manager, with a dotted-line reporting to the Executive Support and Administrative Services Manager, the Business Operations Specialist supports the planning, coordination, delivery and administration of projects that are aligned with the organization’s collaborative and operational activities, with a strong emphasis on engaging external partners. The Business Operations Specialist provides coordination and logistical and administrative support for meetings, events and project-related initiatives, involving internal teams and external partners. The Business Operations Specialist contributes to the effective implementation of work activities through strong organization, clear communication, consistent follow-through and communication. Responsibilities also include providing support to project and operational activities, including maintaining project documentation, coordinating schedules, tracking action items, preparing reports and correspondence and supporting records management processes. Working as part of a multidisciplinary team, the Business Operations Specialist supports project leads and staff while helping to foster productive relationships with partners to ensure activities are delivered on time, within scope and in alignment with organizational priorities.
Requirements
- College diploma or university degree in administration, business, project management, event management or a related field; an equivalent combination of education and experience will be considered
- Fluently bilingual in English and French (reading, writing and verbal)
- Minimum of two years of experience in project coordination, event planning or a related role
- Demonstrated experience developing and maintaining work plans, timelines and deliverables
- Strong understanding of project coordination and event planning concepts and terminology
- Proven ability to work proactively, anticipate needs and take initiative
- Strong organizational, time-management and problem-solving skills
- Excellent verbal and written communication skills
- Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint); experience creating schedules, trackers and reports
- Experience with project management and financial management software (Birdview, SAP Concur, Business Central)
- Ability to manage competing priorities and adapt to changing requirements
- Professional judgment, discretion and attention to detail
Nice To Haves
- Experience supporting conferences or large-scale events
- Experience working in or with governmental, non-governmental or international organizations
Responsibilities
- Coordinate assigned projects and initiatives from planning through implementation, working closely with staff and external partners
- Develop and maintain project workplans that outline required tasks, timelines, dependencies and responsibilities
- Create and update project schedules, timelines and tracking tools (e.g., task trackers, Gantt charts)
- Monitor progress against scope, timelines and deliverables; identify risks or issues and bring them forward with recommended mitigation strategies
- Support project leads by ensuring inputs tasks are identified, activities are sequenced appropriately and deliverables remain on track
- Prepare project documentation, including agendas, briefing notes, meeting summaries, progress updates and reports
- Support logistical and operational elements required for project activities, meetings and events (virtual, hybrid and in-person)
- Assist event planner with coordination of venues, vendors and service providers for travel and accommodations
- Support event registration-related activities, including monitoring systems, responding to inquiries, generating reports and providing hands-on support when required
- Prepare schedules, checklists and function details to support coordinated delivery
- Provide on-site or live support during project activities and events, responding to emerging needs and issues
- Assist with communications and interactions with project partners
- Build and maintain positive ongoing relationships with partners to support project goals and long-term collaboration
- Maintain accurate and up-to-date records of partner contacts, agreements and deliverables
- Support project-related financial administration, including tracking invoices, purchase orders and expenses in accordance with organizational processes
- Prepare and maintain project files, databases, contact lists and documentation
- Support meeting coordination, calendar management and administrative processes related to project delivery
- Assist with the preparation of reports and documentation required for internal review and reconciliation
- Serve as the first point of contact for project-related inquiries
- Communicate clearly and professionally with internal and external partners
- Demonstrate initiative by anticipating needs, identifying gaps and independently driving project activities forward
- Demonstrates sound judgment and strong problem-solving skills to address issues, determine appropriate escalation and support timely resolution
Benefits
- Accommodations available upon request during the recruitment process
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
