Casting Call

Project Coordinator with

A love for coordinating everything and anything A knack for turning ambiguity into clarity An instinct to orchestrate fast-moving pieces

Scope: What this role entails

Mission

Deliver exceptional client experiences through operational excellence, bringing clarity, structure, and accountability to every project while enabling teams to do their best work.

Responsibilities

Support Project Managers with planning, scheduling, and day-to-day project execution. Create and maintain project plans, timelines, task lists, and documentation. Develop a deep understanding of client goals, project requirements, and team dynamics to deliver exceptional outcomes. Partner with Account Directors and Creative Leads to define project scope, priorities, resource requirements, timelines, and delivery plans. Help maintain project scope and escalate changes when required. Monitor project progress and proactively identify potential risks or roadblocks. Capture meeting notes, action items, and follow-up tasks. Coordinate project kickoffs, status meetings, reviews, and retrospectives to keep teams aligned and projects moving forward. Ensure project information is accurate, organized, and easily accessible. Coordinate communication with Creative Operations and department leads to optimize resource utilization, balance workloads, and ensure the right people are assigned to the right work. Assist with time tracking, project reporting, and status updates. Foster collaboration across cross-functional teams while continuously improving workflows, communication, and operational excellence. Own your projects end-to-end, taking full accountability for successful delivery and exceptional client experiences.

Rewards

Full-time hybrid, minimum of three days a week in office (Toronto) Starting salary range between $60-75K, depending on capability and competency Support system for personal and professional development Higher autonomy with greater role effectiveness. Benefits package (family, health, wellness, dental, vision, prescription, etc.). Paid time-off (holidays, vacation, sick and wellness days, etc.). Warm office environment with designated desks and a fully stocked kitchen. And more to support the whole you.

Casting Criteria

Culture Alignment: How we expect everyone on our team to show up.

Team player in it for the long game. Lifelong learner exemplifying a growth mindset. Pursue personal and professional development while supporting others in theirs. Exemplify the company’s core values: Health. Wisdom. Teamwork. Aim for excellence and keep raising the bar. Prefer open, direct, and frequent communication and feedback. Embrace the messy reality of life and work with optimism and responsibility. Embody a strong back, soft front, open mind, light heart, high EQ, and enduring grit.

Competency + Proficiency: What it takes to rock this role.

Strong project coordination skills with the ability to navigate ambiguity, solve problems, and make sound decisions under pressure. Exceptional organizational skills and attention to detail. Ability to coordinate multiple projects and competing priorities without losing sight of quality, timelines, or client expectations. Strong communication and relationship-building skills with clients, teammates, partners, and vendors. A collaborative, accountable, and proactive approach to work.

Suitability: How to qualify for this role.

Show us your capability and sensibility.

Must-haves

Minimum 1-3 years of project coordination experience within a creative, branding, marketing, advertising, or experiential agency. Agency experience is required. Proven success coordinating client-facing projects from scope through delivery in a fast-paced agency environment. Strong capability to plan, prioritize, schedule, and orchestrate multiple stakeholders simultaneously. Strong communication skills (written, verbal, and interpersonal). Proficiency in modern project management tools (Asana or equivalent). Proficiency with Google Workspace (Drive, Calendar, Docs, Sheets, Slides, etc.).

Nice-to-haves

Experience in B2B enterprise marketing and communications. Background in creative, marketing, business strategy, and/or B2B marketing. Experience supporting or delivering conferences, trade shows, executive events, experiential activations, or similar live experiences.