CIAC Project Co-Ordinator

Job summary

The Project Coordinator will provide administrative and programming support for the Canada-in-Asia Conference 2027, focusing on speaker outreach and panel preparation. Key tasks include managing speaker communications, tracking deliverables, and coordinating logistics for the execution team.

Job details

Call for Applications Position: CIAC Project Co-Ordinator (six-month, part-time service contract) The Asia Pacific Foundation of Canada (APF Canada) is an independent not-for-profit organization focused on Canada’s relations with Asia. Our mission is to enable Canadians to understand, connect with, and succeed in Asia through research, education, convening, and initiatives that strengthen Canada-Asia engagement. APF Canada is seeking a CIAC Project Coordinator for a six-month, part-time service contract to support program development and coordination for the annual Canada-in-Asia Conference (CIAC) 2027, taking place in Singapore in March 2027. Reporting to the Senior Program Manager, Business Development, the Project Coordinator will provide coordination and administrative support to the CIAC team, with a particular focus on conference programming and speaker engagement. The role involves tracking outreach to conference speakers, conducting background research on prospective speakers, communicating with speakers and their teams, coordinating speaker information and materials, and supporting the preparation of speakers and panels for the conference. Key responsibilities include managing speaker communications and updates; securing speaker biographies and headshots; drafting templates for panel briefs; working with panel coordinators to prepare speakers; scheduling meetings for the CIAC execution team; assisting with sponsorship materials; attending relevant meetings; and tracking action items and deliverables across the team. Candidates should have exceptional organizational and time-management skills, strong written and verbal communication skills, and the confidence and professionalism to engage with senior executives, officials, and international stakeholders. The ideal candidate will demonstrate strong judgment and discretion, cultural awareness and sensitivity, and the ability to work independently while collaborating effectively across teams.Strong proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint, is required, along with strong calendar management, scheduling, document management, electronic filing, and virtual meeting platform skills. Please review the full Job Description on APF Canada’s website for complete details regarding the position, responsibilities, and qualifications. [Click here to access complete details.] Eligibility and Work Arrangement Applicants must be legally entitled to work in Canada at the time of application. This is a six-month, part-time service contract engagement, running from September 2026 to the end of February 2027, at three days per week (22.5 hours per week). The successful candidate may be based in either Vancouver or Toronto and will work on a hybrid basis, with some in-office attendance required. Applicants should be available to begin the engagement no later than September 21, 2026. Compensation The compensation for this service contract is $27.77 per hour, based on 22.5 hours per week. How to Apply Applicants must submit the following documents merged into ONE PDF file. Incomplete applications will not be considered: One-page Cover Letter outlining your interest in and suitability for the role Résumé detailing your education, skills, and professional experience Sample work portfolio or link to an online portfolio Names, titles, email addresses, and phone numbers for two professional references. References will only be contacted for shortlisted candidates. The application deadline is [Date and Time]. Applications will be reviewed on a rolling basis, and applicants are encouraged to apply early. The posting may close before the stated deadline if the position is filled. Please add notifications@app.bamboohr.com to your contact list to ensure you receive correspondence regarding your application. APF Canada recognizes AI as a tool that can support candidates during the job-search process, including for purposes such as polishing resumés. All applications are reviewed by a human. If selected for an interview, candidates are expected to participate without the use of AI tools so that we can assess their individual skills, experience, and ideas. APF Canada is committed to equitable employment practices and respects the privacy and confidentiality of all applicants. Only candidates selected for an interview will be contacted.

What you’ll do

The Project Coordinator will provide administrative and programming support for the Canada-in-Asia Conference 2027, focusing on speaker outreach and panel preparation. Key tasks include managing speaker communications, tracking deliverables, and coordinating logistics for the execution team.

Requirements

Candidates must possess exceptional organizational and communication skills with the ability to engage professionally with senior stakeholders. Proficiency in Microsoft Office and experience with calendar and document management are required.

Listed skills

• Time management · Preferred
• Project Coordination · Preferred
• Administrative Support · Preferred
• Microsoft Excel · Preferred
• Communication · Preferred
• Microsoft Office · Preferred
• Microsoft Word · Preferred
• scheduling · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Project coordination
• Administrative support
• Speaker engagement
• Event planning
• Calendar management
• Scheduling
• Document management
• Electronic filing
• Virtual meeting platforms
• Microsoft Office
• Outlook
• Word
• Excel
• PowerPoint
• Communication
• Time management
• Calendar Management
• Document Management
• Administrative Support
• Professionalism
• Program Development
• Microsoft Access
• Microsoft Excel
• Research
• Artificial Intelligence
• Biography
• Business Development
• Polishing
• Confidentiality
• Microsoft Outlook
• Microsoft PowerPoint
• Program Management
• Time Management
• Verbal Communication Skills
• Templates
• Coordinating
• Filing

Job areas

• Administrative
• Management & Leadership
• Science & Research
• Consulting
• House Coordinator
• Project Coordinator
• Statistical, Mathematical and Related Associate Professionals
• Project Management Specialists