Communications Coordinator

Communications Coordinator

The Coordinator is an integral member of both the Corporate & Brand Communications team and the People, Culture & Belonging (PCB) team. This hybrid role provides exceptional administrative support, managing billing and invoicing processes and delivering support across both functions, ensuring programs, events and initiatives run smoothly and consistently.

This role requires excellent organizational skills, strong judgment, professionalism and the ability to manage multiple calls on time with discretion and independence. The Coordinator will need to demonstrate a high level of motivation and energy.

This is a hands-on, highly collaborative role, suited to someone who enjoys taking ownership, bringing ideas to the table, and helping our values-driven teams do their best work.

Responsibilities

• Administrative Support: Provide day-to-day administrative assistance, including setting up cross-functional meetings, preparing presentations and maintaining documentation. Office supply ordering.
• Billing and Invoicing: Handle billing/invoicing processes, timely procurement card and expense report submissions and tracking expenses related to communications and branding activities. May assist other areas of the company in this capacity as needed.
• Travel and Meeting Coordination: Book travel arrangements and coordinate meetings, including organizing logistics, managing AV equipment, and distributing meeting materials as needed.
• Prepare correspondence, reports, presentations, agendas, and meeting minutes using Microsoft Office applications, and organization chart creation using Visio

Corporate & Brand Communications Focus

• Cross-Functional Collaboration: Work collaboratively with internal teams on various projects as needed including signage updates, global baby basket ordering, community affairs initiatives, supporting project planning and execution for events, storage room organization, event materials ordering, new hire kit management and follow-up activities.
• Project Support: Assist with the development and implementation of communication and branding projects, contributing ideas, and helping to ensure successful outcomes.
• Coordinate department activities including team lunches, team-building events, Cares events and related events

People, Culture & Belonging (PCB) Focus

• Delivery of programs logistics: Across all PCB programs including ERGs, Wellbeing, Cares (Volunteering) and Environment (Green Team).
• Support planning and delivery: working closely with program leads, champions and advocates to deliver program events to support inclusion education and events, globally relevant in-person and virtual initiatives, including attendee and waiting list management, and organizing all virtual volunteering opportunities globally.
• Metrics: Support collation of metrics and reporting to derive insight and aid continuous program improvement.
• Manage all matching-gift approvals and work with ERGs on financial allocations.
• Annual reporting: working with program leads to deliver annual environmental reporting and volunteering financial reporting.
• Overall Budget local recording and reporting.

Requirements

• 3-4 years of related administrative support experience
• High school diploma required
• Advanced knowledge of Microsoft Office Suite (Word, Excel, Access, PowerPoint, Outlook)
• Familiarity with AI tools (M365 Copilot) and collaboration tools (Teams and SharePoint)
• Excellent time management and priority setting skills and ability to work across a number of tasks and projects
• Demonstrates attention to detail and problem-solving capabilities
• Exhibits solid proficiency in both written and verbal communication
• Ability to exercise discretion, trustworthiness and independent judgment
• Highly adaptable and flexible in a dynamic environment
• Skilled at relationship management

Work Environment

• Hybrid work environment. This position may require occasional local travel and flexible hours to accommodate global team meetings and project deadlines.
• Work in an office environment 1-2 days a week

Application Instructions

Interested candidates should submit their resume and a cover letter outlining their relevant experience and enthusiasm for the role.