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Administrative Officer

Essential HR Canada

Role overview

Summary

The Administrative Officer supports the effective delivery of Startup Canada’s national programs and initiatives. This role is essential for coordinating logistics, managing communications, and providing technical assistance, enabling the organization to empower Canadian entrepreneurs through its various programs.

Qualifications

  • Strong organizational skills with the ability to manage multiple priorities and coordinate complex schedules.
  • Proficiency in digital tools and platforms such as Google Workspace, Zoom, Canva, Notion, and event platforms like PheedLoop or Luma.
  • Solid administrative and logistical skills, including coordinating events and managing calendars.
  • Excellent written and verbal communication skills for preparing agendas and liaising with team members and partners.
  • Attention to detail in managing data and maintaining up-to-date program folders and resource guides.

Responsibilities

  • Coordinate logistics for virtual and in-person events
  • Manage scheduling and communications
  • Support program teams with resource organization
  • Provide technical assistance during sessions

Key facts

Hard skills

Other skills

  • Organizational Skills
  • Verbal Communication Skills
  • Scheduling
  • Collaboration
  • Professionalism
  • Adaptability
  • Problem Solving

About the company

Essential HR Canada logo

Essential HR Canada

  • 2–10
It is more than employee files and insurance forms. It is communication, conflict resolution, and planning for the present and the future of your company. Essential HR gives business owners flexibility and customized options so they can have an expert on their team without the full-time expense.
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Job description

About Startup Canada Startup Canada is a nationally recognized, award-winning organization committed to empowering Canada’s entrepreneurs. Since 2012, we have served as a trusted gateway to the entrepreneurial ecosystem, connecting entrepreneurs with the right resources, programs, and support at the right stage of their journey.  We connect Canada’s entrepreneurs to the tools, community, and support they need to start and grow their businesses. By guiding entrepreneurs toward appropriate resources, eliminating barriers, and amplifying their voices within our extensive network of partners, we enhance the entrepreneurial experience and contribute to a stronger national economy. Our Mission To position Canada as a global leader in entrepreneurship. Our Vision To connect and empower entrepreneurs and foster an ecosystem that drives innovation, inclusion, and economic growth across Canada. Our Values We're here for entrepreneurs We Succeed when they succeed   We are one team  We collaborate and challenge with respect   We embrace an entrepreneurial Spirit  We innovate boldly, iterate quickly, and stay agile - adapting to the ever-chaning needs of founders with speed and purpose.    We make it happen We deliver impactful, high-quality programs and are deeply accountable for our work.    We operate at scale  We build solutions that grow from local to national, allowing Canadian entrepreneurs to compete at a global scale.   Job Summary  The Administrative Officer is responsible for providing comprehensive administrative and operational support to ensure the effective delivery of Startup Canada’s national programs and initiatives. Key areas of responsibility include coordinating logistics for virtual and in-person events, managing scheduling and communications, supporting program teams with resource organization, and providing technical assistance during sessions This position requires a detail-oriented and adaptable individual capable of managing multiple priorities in a fast-paced environment while maintaining high standards of accuracy and professionalism. The Administrative Officer plays a crucial part in enabling Startup Canada’s teams to operate efficiently and maintain alignment with the organization’s mission to support Canadian entrepreneurs.  Below is a list of tasks that will be initially assigned to the Administrative Officer. Additional tasks that suit the job function and capacity of the role may be added as needed. Program Tasks
  • Create zoom links for all virtual events
  • Create Luma event pages and registration
  • Create calendar invites
  • Collect attendee information
  • Add events to Google program calendar with links
  • Help host and provide tech support during virtual sessions
  • Schedule Internal Programs Meetings
  • Create speaker calendar briefing call invites for each event to program calendar
  • Update session graphic templates in Canva (editable graphics)
  • Create Luma graphics in Canva from templates
  • Create session folders in Canva & add each session template to respective folders
  • Add updated Zoom background wallpaper to webinar sessions
  • Add updated Zoom background wallpaper to YouTube
  • Update program resource guides
  • Add Application Forms on Pheedloop and Luma
  • Venue site visits (regionally based)
  • Onboard judges (collect marketing assets, send calendar invites, update event page)
  • Add resources to notion page
  • Keep program toolkits up to date
  • Schedule Internal/Team Program Meetings
  • Update Volunteer and Speaker submission forms
  • Update pre-drafted Event/program Inbox inquires response templates
  • Manage Event/program Inbox
  • Set up live steams
  • Book team dinner reservations at events
  • Add all speakers and panelists to PheedLoop
  • Create Speaker Briefings
  • Coordinate speaker contact details and arrival times to events
  • Oversee assigned email inboxes
Meeting Coordination Support
  • Support with coordinating meeting times internally across visible calendars
  • Support with coordinating partnership meeting times externally across calendars not accessible
  • Support with agenda creation in Notion
  • Link AI recordings in Notion Meeting Notes
Human Resources & Leadership Support
  • Add Team Member Out of Office/Time Off to HR Google Calendar
  • Communicate Out of Office to team (Slack, and update in Notion meeting notes)
  • Interviews | Calendar coordination for interviews with candidates and interviewers (when not led by external HR support)
  • Schedule new team member onboarding 1:1s with rest of team
  • Support in the creation of new team member training plans in Notion
  • Support with creation of Team Survey results deck
  • Add policy and ways of working updates to Employee Handbook and/or Notion
  • Support with purchase and shipping of Team Member, partner, and vendor gifts
  • Support in the booking and tracking of all team member travel, including flights, ground transportation, accommodations, and tracking of team member travel expenses for programs
  • Provide support for all UPS shipping logistics for programs and HR (in-person events, Team Member on and off boarding equipment)
  • Support in the research and creation of leadership speaking notes and decks for leadership speaking engagements
  • Support in the onboarding of new software for all departments
Knowledge and Skills 

  • Strong organizational skills with the ability to manage multiple priorities, coordinate complex schedules, and maintain accurate systems across programs and leadership functions

  • Proficiency in digital tools and platforms such as Google Workspace (Drive, Calendar, Sheets, Docs), Zoom, Canva, Notion, and event platforms like PheedLoop or Luma.

  • Solid administrative and logistical skills, including coordinating virtual and in-person events, managing calendars, preparing briefing materials, and handling travel and expense tracking.

  • Excellent written and verbal communication skills for preparing agendas, maintaining internal communications, drafting updates, and liaising professionally with team members, Board of Directors, and partners.

  • Attention to detail in managing data, maintaining up-to-date program folders, CRM or resource guides, and ensuring high-quality outputs.

  • Ability to support human resources administration, such as coordinating onboarding, tracking team member time off, and updating handbooks or internal systems.

  • Comfortable providing basic technical support during virtual sessions (e.g. Zoom logistics, recording management, YouTube uploads).

  • Collaborative mindset: able to work closely with program teams, leadership, partnerships, and marketing/design colleagues to support shared goals.

  • Discretion and professionalism in handling sensitive information related to team, partners, and organizational operations.

  • Adaptability and problem-solving skills to adjust plans, support evolving needs, and respond calmly to last-minute changes or requests.

Accommodations Accommodations are available upon request in the recruitment process. 

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