We're seeking an experienced and detail-oriented Program Coordinator to support the scheduling, logistics, and overall coordination of virtual and in-person engagements for various clients. This role is crucial in ensuring engagements run smoothly and efficiently, and that our clients needs are met (and even surpassed!). 

We are looking for an individual who is passionate about inclusion, diversity and equity in the workplace, and brings professionalism to their work. As a client-facing role, you will interact with our valued partners on a regular basis, so we will be relying on you to represent Inclusive Excellence in a positive manner. You will be someone who is organized and can handle multiple projects on the go at once, while helping us to live up to our guiding principle of “connection over content.”

Key Responsibilities:

• Coordinate and schedule events such as online and in-person training, workshops, seminars, keynote presentations and the related planning meetings for multiple clients

• Support the logistics of the engagements, including coordinating with presenters and clients to find suitable time slots

• Manage and maintain a digital calendar and scheduling software so that it’s always up-to-date and complete with the necessary information

• Handle rescheduling and cancellations efficiently

• Manage confirmations, session descriptions, meeting links, pre-work and reminders to clients

• Assist with in-person session logistics as needed

• Maintain accurate records of scheduled sessions on project management tools like Asana

• Collaborate with project team members

• Assist the Project Team Members with tracking program progress and performance for reporting

Ideal candidates would possess the following:

• Prior experience in event coordination

• Excellent organizational and time management skills to prioritise multiple deadlines

• Customer service orientation and timely communication 

• Strong business professionalism to interact with clients on a regular basis 

• Ability to manage clients in stressful situations

• Strong attention to detail

• Proficiency in digital calendar and scheduling tools (e.g., Google Calendar, Acuity, Calendy, etc.)

• Ability to work independently but also collaboratively when needed Familiarity with video conferencing platforms (e.g., Zoom, Teams)

• Exceptional communication and interpersonal skills

• Capacity to receive direction and feedback well

• A passion for fostering safety, connection and belonging in the workplace

Requirements:

• A minimum of 10 hours per week; availability between the hours of 9am - 5pm  PT Monday to Friday 

• Own computer and reliable internet connection

• Quiet workspace for professional and confidential team and client virtual meetings 

Contract Details:

Fixed hourly rate — $25-$30 per hour

We are expecting a minimum of 10 hours per week dedicated to this role.  The majority of the work can be done remotely; however, there may be some in-person support required for various engagements and would be negotiated with advance notice. 

Working hours are generally flexible, but preferable for candidates to be available for necessary client or team virtual meetings between the hours of 9:00 AM - 5:00 PM Pacific Time, Monday to Friday.

We strongly encourage those who identify as Indigenous, Black, and/or as a person of colour to express their interest.

This position would best suit:

• Individuals seeking flexible, part-time work

• Project management-oriented freelancers who can manage multiple part-time commitments

If you're a self-starter with excellent organizational skills and an interest in promoting workplace diversity, we'd love to hear from you!

Please send expressions of interest and/or questions to zen.lim@iexcellencestrategy.com