Project Administrator

Position Title: Project Administrator

Location: Remote (MUST be within Canada) with possibility of travel

Employment Type: Full-time

About SCWIST

The Society for Canadian Women in Science and Technology (SCWIST) is a national non-profit organization working to create an environment where girls, women and gender-diverse individuals in Canada can pursue their interests, education, and careers in STEM without barriers. Our mission is grounded in values of empowerment, inclusion, inspiration, connection, and sustainability. We provide mentorship, leadership development, and outreach programs that encourage participation and excellence in STEM. Through advocacy and partnerships, we work to remove systemic barriers, build inclusive networks, and support long-term career advancement in STEM fields.

Position Overview

SCWIST is seeking a proactive and detail-oriented Project Administrator to provide administrative and coordination support for SCWIST projects, including national, multi-partner programs and youth engagement initiatives.

Working closely with Project Managers, SCWIST staff, and project partners, the Project Administrator will play a key role in cultivating relationships, supporting operations, and ensuring programs and projects run smoothly, from maintaining schedules and budgets to coordinating events and creating organized databases.

This role is ideal for someone who is eager to grow in a fast-paced and collaborative environment and who is confident working across different virtual platforms. The ideal candidate is a curious, self-starter who brings a creative edge and strong commitment to fostering equity and inclusion in STEM.

Key Responsibilities

• Oversee day-to-day program operations, including work planning, timelines, budgeting, and reporting.
• Conduct overreach to support the successful recruitment of program participants.
• Prepare communication materials around the program to engage with diverse stakeholders.
• Provide administrative support to participants of the program.
• Monitor progress against milestones, and take initiative to troubleshoot challenges.
• Provide administrative and operational support in the preparation of workshops, networking sessions and other virtual activities.
• Coordinate and schedule meetings across multiple time zones, managing project calendars efficiently and engaging with diverse virtual platforms.
• Attend project meetings, take detailed minutes, and distribute meeting notes to stakeholders.
• Assist in the preparation of project reports, including monthly updates and funder reporting documentation.
• Work collaboratively with the SCWIST team to ensure strong engagement with program participants and partners, proactively connecting opportunities and insights across the organization.
• Support SCWIST leadership and project managers with special requests, administrative queries, and operational coordination.
• Perform other administrative duties as assigned to support the success of the project team.
• Complete GBA+ (Gender-Based Analysis Plus) certification within one month of starting employment (if not already completed).

Qualifications & Experience

• 3+ years of experience in an administrative, program or project support role (experience gained through co-op, internships, or volunteer work will also be considered).Exceptional organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent attention to detail while bringing a creative and resourceful approach to problem-solving.
• Proven ability to take initiative, work independently, and thrive in a fast-paced environment.
• Curious and eager to learn, with the ability to adapt quickly and grow in the role.
• Strong attention to detail and ability to maintain accurate and organized records.
• Excellent communication skills (written and verbal), with experience preparing professional correspondence and reports.
• Familiarity with collaborative project management and organizational systems management software (such as Asana, Canva, Miro, VolunteerHub, Google Workspace)
• Passionate about SCWIST’s mission and values, with a commitment to advancing equity and inclusion in STEM.
• Lived experience and/or meaningful engagement with Indigenous and equity-deserving communities is an asset.
• Completion of online GBA+ (Gender-Based Analysis Plus) certification within one month of position start date.
• Experience working in non-profit, education, workforce development, or STEM sectors is an asset.

Other Details:

• Location: Remote (Candidate MUST be within Canada)
• Schedule: Full-time employment
• Salary Range: $28-$33/ hour, 35 hrs per week

If you don’t meet every single qualification but feel passionate about this role and SCWIST’s mission, we encourage you to apply. We recognize that lived experience, transferable skills, and non-traditional career paths are valuable and can contribute meaningfully to this work.

Commitment to Equity

SCWIST is committed to creating a diverse and inclusive environment. We believe that diversity enriches our team and strengthens our work. We welcome and encourage applications from individuals of all backgrounds, lived experiences, and perspectives. We are also committed to providing an accessible work environment.

If you require accommodation during the application or interview process, please let us know, and we would be happy to work with you to meet your needs.

Application Process

Please submit your CV and cover letter detailing your experience and motivation for the role. Applications will be reviewed on a rolling basis.

The job posting will be closed on December 19, 2025, at 11:59 PM Pacific Time.

Kindly note that only candidates selected for an interview will be contacted. We appreciate your interest in joining our team and thank all applicants for taking the time and effort to apply for this role.