Project Administrator, OwnCare initiative

About Seafair

Seafair is a family of purpose-driven organizations creating meaningful impact through innovation, collaboration, and practical action. Rooted in Newfoundland & Labrador and working across Canada, we partner with community leaders, practitioners, policymakers, and industry to address complex challenges and build solutions that improve lives, strengthen communities, and support long-term growth. As we continue to grow, we are looking for people who are energized by purpose, enjoy variety and collaboration, and want to contribute to work that makes a difference.

About the Role

Seafair is seeking a highly organized, proactive, and discreet Project Administrator to support the OwnCare initiative's senior leadership, project management, and operational coordination on complex, time-sensitive initiatives. Guided by our values of Integrity, Innovation, Determination, Community, Action, and Fun, we look for team members who bring care, curiosity, accountability, sound judgment, and a positive team-first approach.

This role provides project coordination, operations, and administrative support to keep meetings, decisions, action items, deadlines, documentation, travel logistics, communications, and follow-ups organized across a multi-stakeholder environment.

Please note: This is a hybrid position based in Halifax, NS. Occasional travel may also be required.

Key Responsibilities

Administrative Support for the OwnCare Initiative

• Manage senior leader scheduling, meeting preparation, briefing materials, and follow-up activities.
• Coordinate meetings, agendas, materials, notes, attendance, and next steps.
• Support inbox, calendar, and document organization so urgent items and deadlines are visible and tracked.
• Coordinate travel schedules, flight details, hotel arrangements, preferred rates, and related logistics.
• Act as a friendly, organized coordination point across internal teams, directing questions and tracking follow-through.

Project Coordination for the OwnCare Initiative

• Attend designated project meetings as required, acting as a central coordination point to track updates, decisions, risks, action items, and follow-up for Seafair.
• Organize and maintain the SharePoint Project Management folder so documents are easy to find, consistently named, and stored correctly.
• Update assigned project management documents, trackers, templates, meeting notes, process guides, and status materials.
• Support planning, coordination, and follow-up by tracking tasks, timelines, owners, and next steps.
• Maintain standard operating procedures, templates, and project resources that support consistent delivery and reduce duplication.
• Coordinate with others to support the delivery the project's reporting requirements.

Governance and Documentation Support for the OwnCare Initiative

• Prepare agendas, capture decisions and action items, and maintain accurate governance and project records for Prime.
• Maintain organized filing and version control for project documents, contracts, meeting materials, trackers, and correspondence.
• Support preparation of materials for executive, partner, and client-facing discussions.

Communication and Stakeholder Coordination for the OwnCare Initiative

• Liaise professionally with internal leaders, external partners, consultants, and other stakeholders.
• Draft and format internal and external communications, agendas, and summaries in support of senior leadership.
• Coordinate information flow while maintaining appropriate confidentiality and discretion.

Other Duties as Required at Seafair

As a growing organization, there are often emerging needs and opportunities that may require your support. The role is expected to be a team player to support Seafair's broader teams and overall success.

Qualifications and Experience

• 3-5 years of experience in a project coordinator, executive coordinator, operations coordinator, executive assistant, or similar role.
• Experience supporting senior leaders, project teams, or operational functions in a complex, fast-paced, multi-stakeholder environment.
• Strong organization, communication, judgment, discretion, follow-through, and attention to detail.
• Comfortable managing competing priorities, ambiguity, confidential information, and time-sensitive deliverables.
• Comfort using or learning is an asset.
• Strong proficiency with Microsoft 365 tools, including Outlook, Teams, Word, Excel, PowerPoint, SharePoint, and OneNote; Copilot tools and agents, Planner, Lists, Loop, Power Automate, and Forms are assets.
• Experience maintaining trackers, agendas, minutes, action logs, or project documentation.

Preferred Experience and Attributes

• Experience in healthcare, human services, government-funded programs, consulting, transformation projects, or client-facing delivery environments.
• Familiarity with governance committees, steering committees, contract deliverables, reporting cycles, risk logs, or implementation planning.
• Highly organized, proactive, calm under pressure, discreet, service-oriented, and confident following up with stakeholders.

Why Join Us?

At Seafair, we value our employees and offer a benefits package designed to support health, well-being, and future planning, including annual vacation and flex/general leave, group health and dental coverage, and an RRSP program.

How to Apply: Please apply through Career Beacon, or send your resume to [email protected].

Location: Hybrid, based in Halifax, NS. Occasional travel may be required.

Hours: 40 hrs/week

Start date: ASAP