Project Coordinator, Program Support

Cambridge Forums Inc. offers sophisticated learning and networking experiences for legal advisors and executives worldwide. Our roundtable meetings are unique experiences where our clients can engage meaningfully and develop lasting connections with peers from across the globe.

Based in downtown Toronto, our rapidly growing business has an opportunity for a highly capable individual to join our Program Support team. We are seeking a candidate who thrives in a fast-paced, dynamic environment and is comfortable working in a hybrid setting – both in the office and remotely. Our ideal candidate is adaptable, able to manage competing priorities and deadlines, possesses excellent communication skills, demonstrates exceptional attention to detail, and takes pride in delivering unmatched hospitality.

Reporting to the Director, Program Outreach, the Project Coordinator, Program Support, will be responsible for providing functional support to ensure the efficient and timely execution of deliverables across various areas of the business. This role encompasses a range of responsibilities, including organization, coordination, administration, and execution. Duties must be completed with accuracy, high quality, and in a timely manner.

If you are passionate about delivering high-touch service, thrive in a team environment, and are eager to join a growing organization dedicated to our mission and clients, we would love to hear from you.

What You'll Be Responsible For:

• Provide critical day-to-day administrative and project coordination support to members of the Forum Director team.

• Coordinate multiple project and program components simultaneously, collaborating closely with team members and internal partners to ensure high-quality execution

• Plan, organize, and self-manage daily activities to meet program milestones, timelines, and communication requirements

• Manage meeting administration (internal and external), including scheduling, preparing materials, organizing conference calls, and capturing detailed, accurate minutes.

• Monitor project progress, reconcile status updates, and escalate risks or issues as needed to keep deliverables on track.

• Coordinate the flow and execution of communications with external client stakeholders, Steering Committees, participants, and internal teams.

• Track participant responses and facilitate cross departmental communication to address inquiries, targets, and special requests.

• Provide timely, relevant program updates to the Program Support Team, Managers, and Directors.

• Draft and refine program communications using internal templates, ensuring accuracy, attention to detail, and adherence to review processes.

• Maintain program profiles and manage data using established standards, templates, and effective database management practices.

• Work with the Forum & Event Coordinator to prepare onsite program materials and ensure readiness for program delivery.

• Drive priorities and initiatives forward on behalf of the Program Support Team and Forum Directors, using sound judgment, discretion, and critical thinking.

• Support the team with additional administrative or project related duties as assigned.

Characteristics and Skills You Possess:

• Client centric: Dedicated to delivering a high touch, seamless experience for clients and key stakeholders.

• Exceptionally organized: Able to manage multiple projects, deadlines, and moving parts with precision and structure.

• Clear and professional communicator: Skilled at concise, diplomatic written and verbal communication.

• Meticulous attention to detail: Ensures accuracy in documentation, communications, and data management.

• Adaptable and resilient: Comfortable pivoting quickly and managing shifting priorities in a fast-paced environment.

• Critical thinker and problem solver: Uses sound judgment, analyzes information thoroughly, and identifies solutions proactively.

• Independent and proactive: A self-starter who takes ownership of tasks and follows through without needing close supervision.

• Collaborative team player: Works well with others, values feedback and contributes positively to team culture and outcomes.

• Technically proficient: Intermediate level skills in MS Excel, Word, Outlook, CRM/database systems, Microsoft Teams, Zoom, and SharePoint.

• Positive and engaging: Brings a sense of humor and enjoys contributing to a dynamic, supportive team environment.

What's In It For You:

• Full-time employment.

• Hybrid work environment – enjoy remote work from home three days a week and collaborating with the team in the Toronto office two days a week.

• Extended health care coverage.

• 3 weeks' vacation, plus personal days, winter shutdown, and half-day Fridays in July and August.

• Opportunity for bonuses based on company performance.

• Company social and team-building events.

• Being part of a team that loves what we do and has fun doing it.

Cambridge Forums Inc. invites applications from all qualified individuals. Cambridge is committed to equal opportunity, diversity in the workplace, and equity.

Cambridge is committed to fostering an accessible, inclusive, and equitable workplace. We strive to provide barrier-free employment practices in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation at any stage of the recruitment or selection process, please inform us when contacted. We will work with you to ensure your needs are met.