We’re looking for an experienced Project Coordinator who thrives in a fast-paced, high-performing environment and brings a proactive, solutions-oriented approach to project administration.
This role is a key contributor to the delivery of large projects. Based in DIALOG’s Vancouver studio, you will support a collaborative Alliance team of project leaders to keep work moving forward with precision and professionalism.
This role blends executive-level administrative support with hands-on project coordination, requiring strong judgment, organization, and the ability to manage competing priorities across multiple stakeholders.
How you'll make a difference:
Project & Team Coordination
· Support the Project Leadership team in implementing project processes (e.g., quality control, workflow tracking)
· Coordinate meetings, logistics, agendas, and action tracking to ensure clear follow-through
· Maintain accurate project documentation and records
Administrative Support
· Manage complex calendars, travel arrangements, and expense reporting
· Provide reliable, adaptable administrative support to Partners and project leaders
· Prepare, format, and proofread documents, reports, and presentations
· Possible management of email In-boxes
Stakeholder Communication
· Liaise with internal and external stakeholders, ensuring timely follow-up and coordination
· Exercise judgment in managing communications and escalating issues as needed
Operational & Studio Support
· Coordinate with administrative team members to balance workload and coverage
· Support planning and execution of meetings and studio events
Professional Practice
· Handle sensitive and confidential information with tact, professionalism, and discretion.
· Anticipate needs and proactively resolve issues before they arise
Who you are:
· 5–10 years of experience in executive administration or project coordination, ideally in a professional services or project-based environment
· Postsecondary education in office administration or a related field (or equivalent experience)
· Highly organized with the ability to manage multiple priorities and deadlines without compromising accuracy
· Proactive and resourceful, with strong judgment and the ability to anticipate team needs
· Collaborative and service-oriented, with the ability to build strong relationships across teams and stakeholders
· Excellent written and verbal communication skills, with confidence interacting at all levels
· Intermediate to advanced Microsoft 365 skills (Word, Excel, Outlook, Teams, and PowerPoint), including document formatting and managing shared files.
· Experience with Adobe InDesign is an asset as well as graphic skills.
· Calm, adaptable, and professional in a fast-paced, evolving environment
