Project Coordinator - Program IMPACT

WSP•Montreal, QC

1d•CA$62,900 - CA$83,600•Hybrid

About The Position

As a Program Coordinator based in Montréal, you will play a pivotal role in supporting the delivery engine of our program by ensuring seamless organization, structure, and consistent follow‑through. This position operates under the leadership of the Vice President of Simplification and Standardization, providing direct support to initiatives led by this executive. This is a once-in-a-lifetime opportunity to become a key stakeholder for Program Impact, joining an ambitious team as our organization embarks on a national transformation to standardize, simplify, and align processes across all sectors. Your contributions will empower senior leaders and project managers to concentrate on strategic vision and execution, while you manage the essential administrative and coordination backbone that drives progress and fosters lasting change. This role places you at the heart of a collaborative effort to redefine what’s possible, making a measurable impact on both the project and the future of the organization.

Requirements

Fluent in both English and French, written and spoken, ensuring effective communication with diverse teams and stakeholders.
Proven experience in coordinating projects or supporting multi-disciplinary teams in fast-paced environments, including tracking milestones, facilitating collaboration, and managing priorities.
Advanced proficiency with PowerPoint, Excel, and other MS Office tools for preparing documentation, creating trackers, and communicating project status.
Exceptionally organized, detail-oriented, and proactive in anticipating team needs, resolving roadblocks, and maintaining version control and compliance.
Adept at managing multiple priorities and sensitive information with professionalism and discretion, supporting both day-to-day operations and executive communications.
Skilled at distilling complex information into concise summaries and actionable plans, ensuring clarity and accountability throughout the project lifecycle.

Responsibilities

Coordinate complex calendars, including scheduling meetings and arranging logistics. Proactively resolve scheduling conflicts and ensure all stakeholders are informed of changes in real time. Oversee planning for program-related workshops, client presentations, and team offsites.
Prepare and update program documentation, including detailed PowerPoint presentations, project trackers, status reports, Excel-based tools, and briefing notes. Develop templates and standard operating procedures for program deliverables, ensuring alignment with organizational guidelines. Assist in drafting correspondence, memos, and communications for executive review.
Support project planning, timelines, and task sequencing by collaborating with program collaborators and team leads. Track milestones, monitor progress, and flag potential risks or bottlenecks. Ensure team members have clarity on priorities, deadlines, and dependencies; facilitate regular check-ins to review status and upcoming actions.
Synthesizing discussions into concise summaries and actionable items. Disseminate clear action items with structured follow-ups to drive accountability. Track completion of assigned tasks, send reminders, and escalate outstanding issues to leadership as needed. Maintain records of key decisions and project documentation for audit and compliance purposes.
Maintain centralized program files, templates, and information repositories using secure cloud platforms. Ensure consistency, version control, and compliance with organizational standards. Manage access permissions and data confidentiality, including archiving completed program and onboarding new team members to shared resources.
Assist in monitoring deliverables and ensuring alignment between internal teams and internal and external partners. Coordinate cross-functional communications, schedule regular status meetings, and facilitate collaboration through digital tools. Track feedback from stakeholders and support resolution of issues or escalations promptly.
Act as a key administrative anchor for fast-moving initiatives, supporting day-to-day program operations. Manage technology requests, and facilities needs for program teams.
Serve as the primary point of contact between program leadership and external stakeholders, including internal and external partners. Manage incoming communications, prioritize urgent requests, and ensure timely responses. Prepare briefing materials and background research for executive meetings.
Support change management activities, including the rollout of new processes, training sessions, and onboarding initiatives. Collect feedback, identify areas for improvement, and contribute to continuous process optimization efforts.
Safeguard confidential information, maintain discretion in handling sensitive matters, and uphold professional standards in all interactions. Ensure compliance with privacy policies and regulatory requirements throughout project execution.