Program Assistant- International Cooperation

Title: Program Assistant- International Cooperation

Employee Working Location: Partially Virtual / Hybrid (Canada)

Employment Status: Permanent Full-time

The Canadian Red Cross (Red Cross) - an inspirational not for profit organization, helps people and communities in Canada and around the world in times of need and supports them in strengthening their resilience. As a Canada's Best Employers 2026, we are committed to having an accessible, diverse, inclusive, and barrier-free work environment.

In this role, you will :

• Provide comprehensive administrative and logistical support to the daily operations of the program/service team, including scheduling appointments, managing calendars, making travel arrangements (including visa processing and submission), and preparing reports and documentation.
• Maintain effective filing systems and manage program/service records, including preparation, screening, editing, and revision of correspondence and other documentation.
• Prepare and compile materials for events and meetings, book venues, prepare agendas, distribute materials, attend meetings, take minutes, and prepare action sheets to track delegated items.
• Coordinate internal approval procedures by tracking documents for signature and decision (e.g., decision papers, terms of reference), and keep management informed of status and timelines.
• Liaise with People Services to coordinate briefing and debriefing schedules for staff and delegates, in conjunction with relevant Program Coordinators.
• Provide logistical support for project conferences, meetings, and events, and maintain team calendars to support coordination.
• Manage program/service information and data, including maintaining and updating files, records, and databases, and generating reports.
• Act as a resource to internal and external clients and partners by providing accurate information, resolving issues, and supporting navigation of program/service processes.
• Establish rapport and credibility with clients, ensuring a positive and professional service experience.
• Support the development, refinement, and implementation of processes, workflows, and best practices to improve efficiency and client outcomes.
• Ensure compliance with internal policies, procedures, standards, and donor requirements. • Participate in special projects and initiatives by providing administrative or logistical support as needed.
• Navigate a complex organizational structure by identifying, escalating, or resolving issues appropriately and efficiently.
• Provide basic financial administrative support, such as processing invoices and bills, tracking expenses, reconciling accounts, and ensuring proper documentation for approvals.
• Prepare and process wire transfer documents (e.g., expense claims, invoices, contribution and consultancy agreements), ensuring alignment with internal finance processes.
• Monitor the movement and status of financial documents and ensure timely processing of payments related to delegates and program expenses.
• Work with the Finance department and senior leadership to ensure proper approvals and documentation for payment processing.
• Support project coordination and development by proofreading and formatting project documents (e.g., proposals, reports, briefing packages, terms of reference) in collaboration with Program Coordinators/Managers.
• Ensure project coordination follow-ups are completed, including tracking deadlines, processes, and sending timely reminders to the team.
• Support Program Managers and Coordinators with reporting deadlines and documentation for internal and donor requirements. Requirements

What we are looking for :

• Qualifications include a minimum of 1-2 years experience and a 1-2 year college diploma or post-secondary certification in administration and/or an equivalent combination of education and experience.
• Proficiency in Microsoft Office applications (Word, Outlook, Excel, PowerPoint) and SharePoint is required.
• Ability to apply standard methods, and select amongst options to resolve routine problems.
• Ability to communicate and influence by clarifying policies, processes, and services effectively.
• Ability to focus on client satisfaction and ensure that the services meet the clients' expectations.
• Ability to manage documentation, scheduling, and reporting.
• Ability to work flexible, non-traditional hours to support meetings and communications with international delegates in varying time zones.
• English is required; French and/or Spanish is an asset

Working Conditions :

• As we work with and support people (managers, colleagues, beneficiaries/customers, volunteers, donors and external partners) and communities in Canada and around the world, applicants whose first language is not English may be required to perform the responsibilities of the role in English.
• Eligibility to work in Canada: At this time, we welcome applications from candidates eligible to work in Canada. If you are not a citizen or permanent resident of Canada, we encourage you to carefully review your visa to find out whether you are eligible to work in the job you are considering applying for. Refer to our FAQ for more information.
• If you are selected for this role, you will be required to complete a successful pre-employment screening process which includes a satisfactory Enhanced Police Information Check (E-PIC).