The National Payroll Institute (“Institute”) has an exciting opportunity for a Project Coordinator (Bilingual) in our Government and Legislative Affairs (“GLA”) department.
The primary responsibility of this position is coordinating internal resources and subject matter experts ("SME") for the timely execution of projects (including government meetings and presentations, letters, submissions, white papers, and others). The incumbent will coordinate processes, people, and other resources to ensure that projects are delivered on time, within budget, and reflect the association’s professionalism and expertise. The position will report to the Government Relations and Policy Lead.
What you will be doing:
Project Coordination
- Coordinating internal resources and SMEs for the timely execution of all GLA projects.
- Ensuring resource availability and allocation.
- Coordinating translation needs according to budget and department, membership, and government needs.
- Identifying, documenting and delegating action items during meetings and discussions with internal and external stakeholders.
- Tracking progress on GLA projects and assisting the Government Relations and Policy Lead, and VP to establish and measure milestones and KPIs.
- Reporting and escalating project issues to Government Relations and Policy Lead, and VP as needed.
- Helping to manage the relationship with internal and external stakeholders.
- Creating and maintaining comprehensive project documentation.
Administrative Support
- Maintains database of SME contacts, e.g., government relations and advisory committees and councils, and related sub-committees and task forces
- Contributes to development of department budget - retrieves and compiles historical data and processes GLA invoices and expense reports
- Provides general office administrative support (e.g., coordinating outgoing courier.)
Event/Program Support (Councils)
- Prepares and distributes meeting materials (agendas, discussion notes, materials and correspondence); taking notes/minutes
- Responsible for logistical planning for council/committee meetings and workshops, including coordinating multiple stakeholder schedules to establish meetings dates/times; booking meeting facilities (online and in-person facilities, resources, catering, Wi-Fi and audio visuals, etc.); arranging accommodation as required; occasionally assisting with travel arrangements; managing virtual meetings, etc.
- Actively contribute to internal and external meetings and will plan and attend the following:
- Minimum of 4 meetings per year in Ottawa with travel required (virtual when appropriate)
- Minimum of 4 meetings per year in Quebec City/Montreal with travel required (virtual when appropriate)
- Other council/committee/task force meetings/workshops in Ontario and other jurisdictions as required (virtual when appropriate)
Some of the qualifications and skills we are looking for include:
- Project Coordinator or Manager Certification or equivalent experience
- University degree in business or political science preferred
- Fluency in English and French, both written and spoken is required
- Experience in minute-taking and meeting planning an asset
- Advanced knowledge of Microsoft Software applications (Word, SharePoint, Excel and PowerPoint), Internet and other applications as required, e.g., Adobe Acrobat and iMIS)
- Proficiency with project management tools considered an asset
- Experience using task automation tools (e.g. note taking, creating templates, etc.)
- Basic understanding of payroll would be an asset
- Ability to manage multiple priorities
- Problem-solving
- Strong sense of initiative
- Personally demonstrates that stakeholder relationships are a high priority
- Communicates effectively
- Effective team player
About the Institute:
For over 45 years, the National Payroll Institute has helped payroll professionals to enjoy long and rewarding careers, provided essential expertise to help businesses reduce risk and increase productivity, and worked alongside governments to shape legislation.
Today, over 40,000 payroll professionals have access to our myriad of benefits of membership — including career development, top-tier education offerings, networking events, forward-looking research, and access to critical compliance information.
The Institute has made it easier than ever for businesses to meet payroll obligations and navigate’ over 200 legislative requirements. By proactively working with federal and provincial governments, payroll professionals have benefited from legislative changes that have made payroll more streamlined and efficient.
You will love being a part of our Team because:
- We offer a safe, friendly and supportive team environment
- Competitive compensation packages that include a performance incentive based on your contribution and the Institute’s results
- 100% company-paid Group Benefits and access to an Employee and Family Assistance (EFAP) Program/Services
- Group Registered Retirement Savings Plan with company match
- Continuing Education Reimbursement as part of our Professional Development program
- Office closure for the week of Christmas to New Year’s
- Wellness days to support mental health!
- Flexible Work Hours Program available
To Apply:
Please kindly forward your resume and cover letter to:
Laura Davey, HR Generalist hr@payroll.ca
The National Payroll Institute is committed to diversity and employment equity and welcomes all applications from qualified individuals. The National Payroll Institute is an equal opportunity employer; as such, accommodation is available to applicants that may require it. Applicants requiring accommodation are encouraged to contact Laura Davey, HR Generalist at laura.davey@payroll.ca or at 416-487-3380 ext. 133 to discuss requirements.
We would like to thank all applicants for their interest; however, only those candidates selected for interviews will be contacted.