Job Description

Reports To: Director of Projects

Classification: Full time 18 month contract

Salary Range:

. $51,439.44 -58,474.61 (to commensurate with experience)

Date Posted:

August 19, 2025

Date Closed:

September 1 2025



Please forward your

cover letter & resume in one document

with your name in the title to careers@willowbridge.ca by 4:30p.m. on or before

,

September 1, 2025. Note, applications that are incomplete or are not submitted to the email above

will not be considered.

About Willowbridge

Willowbridge Community Services is a not-for-profit organization offering developmental services and counselling across Hamilton, Brantford, Niagara, and Haldimand Norfolk. We believe that everyone deserves relationships, community, and celebration.

Why Work for Willowbridge?

- Become part of an innovative 4-day workweek (4DWW) and work 32 work hours a week with no salary reductions. - Generous vacation package starting at 4.5 weeks = 18 paid days (pro-rated for 4DWW), all statutory holidays, and additional paid days for a week-long holiday office closure. - Full Benefits package and an RRSP plan with employer matching up to 5% and Health Care Spending Account. - Accrue 1.4 cumulative sick-days per month that build into a sick-day accrual bank. - Hybrid work arrangements that include both remote and in-person service provisions. - Funded professional development, training, and certification opportunities as available. - A management team that advocates for the wellbeing of staff, clients, and the community. - Opportunity to be a change-maker in a positive, collaborative workplace that values leadership, innovation, and creativity.

About the Opportunity

Willowbridge Community Services is seeking a Project Assistant to provide administrative and coordination support to the Director of Projects and emergent project teams. This 18-month contract role is key to keeping high-impact, community-focused initiatives running smoothly--supporting scheduling, documentation, internal communications, and general project administration.


This role will contribute to a variety of initiatives, including a new, province-wide gender-based violence prevention project, communications and marketing, and the development of a multi-partner community hub. Tasks will include calendar coordination, document and file management, tracking deliverables, maintaining project workplans, and preparing agendas, minutes and materials for meetings. The Project Assistant will collaborate with internal staff and external partners to help ensure deadlines are met and systems stay organized.


This is an excellent opportunity for someone who enjoys bringing structure to complex projects, excels at multitasking, and thrives in fast-paced, collaborative environments. The role offers the chance to support work that advances inclusion, equity, and meaningful change at both local and provincial levels.

How You'll Contribute

- Project administration and coordination

Help keep our projects on track by updating workplans, monitoring deliverables, tracking timelines, and keeping internal systems organized and up to date.

- Scheduling and calendar support

Coordinate calendars, plan meetings, and manage scheduling for the Director of Projects and the broader project teams--including consultants, partners, and cross-agency working groups.

- Administrative Assistant to the Director of Projects

Support email management, team communication, project tracking, calendar booking, reporting, and other administrative needs for the Director of Projects

- Document formatting and file management

Format reports, presentations, and internal documents for clarity and consistency. Maintain filing systems and shared drives so everything is tidy, current, and easy to find.

- Workflow and team support

Support day-to-day communications, follow up on action items, and help project activities move forward smoothly and efficiently.

- Consultant and partner coordination

Assist with scheduling, document prep, and communications for external consultants, vendors, and partner organizations across both projects.

- Proofreading and editing

Review drafts for grammar, clarity, and style--supporting high-quality communications, reports, and other project materials.

- General admin support for special projects

Pitch in with tasks like invoice tracking, meeting logistics, material prep, and support to evaluation, research, and communications teams when needed.

What We're Looking For:

- Post-secondary education in office administration, project coordination, or a related field - Minimum five years of administrative experience in a fast-paced, project-based environment - Basic project tracking, workplan development, and project administration experience - Strong organizational skills with the ability to track timelines and support multiple team members - Experience coordinating meetings, preparing agendas, taking minutes, and following up on action items - Proficiency in Microsoft Office and cloud-based file systems (e.g., OneDrive, SharePoint, Google Drive) - Strong written communication skills, including proofreading and editing for clarity and tone - Experience managing calendars, booking meetings, and coordinating logistics for internal and external groups - Familiarity with basic financial tracking, invoicing, and organizing payment documentation - Experience working in not-for-profit or public sector environments is an asset - CAPM, PMP, or other project management designation is an asset - Ability to communicate respectfully with people from diverse and equity-seeking communities, including individuals with IDD - Comfortable working independently, taking initiative, and contributing to a collaborative project environment

If you care about equity, thrive in fast-paced environments, and take pride in keeping people and projects organized, this is your chance to be part of a team working to create safer, more inclusive communities. We'd love to hear from you.

Willowbridge is committed to supporting a culture of diversity and inclusiveness across the organization and particularly encourages people of all ethnicities, genders, sexual/gender identities, cultural backgrounds, abilities, and beliefs to apply. Accommodation in the recruitment process will be provided upon request.

Please forward your

cover letter & resume in one document

with your name in the title to careers@willowbridge.ca by 4:30p.m. on or before

,

September 1, 2025

.