We Are Hiring: Project Coordinator / Administrative Lead
Update #301
Job Title: Project Coordinator / Administrative Lead
Reports To: Project Lead
Work Arrangement: Hybrid-to-Remote (Toronto, ON location preferred)
Hours: Part-Time (approx. 20 hours/week to start, with daily schedule flexibility)
Compensation: $20.00 – $40.00 CAD / hour (commensurate with experience and qualifications)
Probationary period: 6 months
Start Date: Soonest
Application Deadline: November 2, 2026
About Us
Estonian Arts Centre is a registered charity that has served the Estonian Canadian community and the wider Canadian public since 1975. EAC advances arts and culture through exhibitions, performances, cultural programming and facilities, while preserving and promoting literary and visual heritage. EAC also supports artists and arts students across disciplines.
About the Role
We are seeking an organized, adaptable, detail-oriented, and forward-thinking Project Coordinator / Administrative Lead to work closely with the Project Lead across operations, community engagement, event coordination, and communications.
This is a flexible, hybrid remote part-time position (approx. 20 hours/week) with the potential to evolve into a permanent, full-time position as organizational initiatives expand. The successful candidate will be comfortable working independently, managing multiple priorities and taking initiative in a small, collaborate non-profit environment.
Key Responsibilities
Project & Administrative Support: Assist the Project Lead in all project-related matters, program ideation and delivery through to deliverables and billings tracking, schedules maintenance, documentation repository management, grant writing and reporting and proactively keep operations running smoothly.
Event Coordination & Execution: Support the planning, logistics, vendor coordination, and day-of execution of programming.
Community Outreach & Engagement: Support and actively facilitate points of contact with community members, partners, and cultural stakeholders; build and sustain relationships to drive awareness and participation.
Communications & Writing: Draft, edit, and coordinate long- and short-form written communications, including newsletters, email campaigns, press releases, reports, and formal correspondence.
Social Media & Listening: Oversee social media channels, schedule content, and conduct community listening to identify relevant conversations, trends, and audience engagement opportunities.
Data Management & Reporting: Organize project tracking systems, update databases, and compile progress summaries and reports.
Qualifications & Skills
Proven experience in project coordination, arts administration, event management, marketing, or executive administrative support.
Strong organizational skills and the ability to manage multiple priorities and deadlines.
Demonstrated experience or strong interest in community engagement, stakeholder relations, and venue/event coordination.
Exceptional written and verbal communication skills; comfortable crafting clear administrative reports, grant applications as well as compelling marketing copy.
Solid grasp of data management, digital filing systems, spreadsheets, and productivity tools.
Experience with design and presentation software to create polished collateral.
Familiarity with social media management, digital outreach, and audience engagement strategies.
Website management and updating experience.
High degree of self-motivation, discretion, and proactive problem-solving—staying one step ahead in a flexible, hybrid environment.
Assets:
Language: Working proficiency or fluency in Estonian is considered a significant asset, in addition to fluent English
Location: Based in the Greater Toronto and Hamilton Area (GTHA) to facilitate regular in-person meetings, site visits, and event oversight.
Sector Experience: Background or familiarity with marketing and sales, non-profit arts organizations, cultural institutions, charitable governance.
How to Apply
Please submit your resume along with a brief cover letter outlining your experience and interest in growing with Estonian Arts Centre by November 2. Applications can be directed to estonianartscentre@estoniancentre.ca with “Project Coordinator” in the subject line.
Estonian Arts Centre is committed to creating an inclusive and welcoming environment and encourages applications from candidates with diverse backgrounds and experiences.
Please note that AI-assisted tools may be used to as an initial application screening process.
Let’s keep in touch
