Summary Details

Job Title: Administrative, Program and Communications Officer
Reports to: Melissa Whaling, Executive Director, PEGASUS Institute; and Dr. Neil Arya, Board President, PEGASUS Institute
Location: Virtual
Contract: 6 months, with potential renewal
Working Hours: Average 15 hours per week; flexible hours, mainly Monday–Friday, with occasional weekend/evening events or meetings; up to 25 hours per week
Remuneration: $25/hour, with the possibility of a wage increase based on performance and experience.

Purpose

The position provides administrative, program and communications support for PEGASUS Institute’s operations, tasks and activities.

PEGASUS Institute is a registered Canadian charity working to build a collaborative network connecting peace, environmental sustainability and health. Its activities include interactive events, educational activities, publication of information, research, policy work and promoting/sharing ways forward.

Roles and Responsibilities

1. Administrative Support / Fundraising

The successful candidate will:

• Manage calendars, schedule meetings and coordinate appointments for staff and executives.
• Handle phone calls, text messages, emails and correspondence.
• Maintain organized electronic and paper files, including donor records, grant applications and program documents.
• Prepare and distribute meeting minutes and reports.
• Help prepare project and financial reports and grant proposals.
• Research funding opportunities, community needs and nonprofit-sector best practices.
• Maintain databases involving donors, volunteers and program participants.
• Assist with recruiting, training and managing volunteers.
• Schedule and communicate with volunteers concerning assignments and events.

2. Programming Support / Event Management

The officer will assist the Executive Director with planning, organizing and operating PEGASUS Institute’s courses, programs, program partners, networks and commitments.

Responsibilities include:

• Supporting the planning, coordination and delivery of PEGASUS Institute projects and programs, including Stronger Together, IEHPs-CAN, Play, Learn, Thrive, Course Development and Research projects.
• Assisting with fundraising events, community outreach activities and volunteer programs.
• Coordinating event logistics such as venue selection, catering and attendee registration.
• Supporting the development, monitoring and reporting of PEGASUS Institute programming, program plans and schedules.
• Assisting in leading and coordinating the Emerging Leaders Network.
• Providing administrative, technical and marketing support to PEGASUS networks, including Francophone, Latin American, East African, Middle East and North African, and Emerging Leaders networks.
• Tracking network membership and keeping current with network activities and developments.
• Assisting program staff with project planning and implementation.
• Helping collect and analyze data relating to program outcomes and impact.

3. Meetings and Engagement

Duties include:

• Contributing to monthly reports.
• Developing project, program and Board of Directors meeting minutes from recordings and AI-generated transcripts.
• Attending network meetings as required and ensuring technical arrangements are properly set up.
• Leading and coordinating Emerging Leaders Network activities.
• Planning, organizing and attending program/activity planning meetings with internal and external partners.

4. Communications and Operations

Responsibilities include:

• Managing incoming and necessary outgoing communications promptly.
• Scheduling and organizing internal and external organizational meetings.
• Documenting meetings through minutes and notes.
• Saving, storing, organizing and maintaining organizational files and documents on an online drive.
• Developing databases and organizing/constructing documents.
• Developing, organizing and editing presentations and slideshows.
• Creating content to increase online community engagement through social media, websites and email.
• Supporting creation of digital posters, flyers, materials and graphics using tools such as Canva.
• Responding to queries through social networks.
• Publishing engaging digital and web content for donors and visitors.
• Managing social media posting and ensuring content is on-brand and optimized for search and social platforms.
• Producing email campaigns for internal and external audiences.
• Assisting the IT Specialist with Google Ads campaigns.
• Helping manage and respond to the PEGASUS general email account.
• Leading digital execution across email, website and social media for fundraising and engagement campaigns.
• Developing social media strategies for X, Facebook, Instagram, LinkedIn, Substack, YouTube and other platforms.
• Creating campaigns for relevant UN recognition days, themes and priority content.
• Creating and regularly posting social media content.
• Managing social advertising campaigns and tracking results.
• Contributing to the digital content strategy and maintaining a calendar of upcoming topics, news, milestones and opportunities.
• Coordinating communications projects, outreach and products.
• Managing the PEGASUS Institute Zoom account and related technical processes.
• Managing meeting recordings, summaries and documentation.
• Managing the PEGASUS Institute YouTube channel, including saving, documenting, editing, posting and sharing videos, organizing playlists and sharing content with the website developer.
• Managing, responding to and engaging with individuals and partners on LinkedIn.
• Providing content to the IT Specialist for publication on the PEGASUS Institute website.

Qualifications and Candidate Requirements

The successful candidate should have:

• A minimum undergraduate degree in Administration, Digital Media, Communications, Public Health, Global Health, Social Sciences, Peace Studies, Global Affairs, Environmental Sciences or a related field.
• Capacity to contribute innovative and entrepreneurial approaches to organizational development.
• Experience managing, developing, organizing and maintaining digital platforms.
• Experience creating, scheduling and managing engaging social media content.
• Ability to communicate complex ideas clearly to diverse audiences.
• Administrative experience.
• Experience working with nonprofit, academic and/or community programs.
• Experience working with diverse communities, including Indigenous communities, immigrants, refugees and other equity-deserving communities.
• Experience with international organizations and/or capacity working across different languages and cultures.
• Demonstrated commitment to improving health and wellbeing, particularly for culturally diverse, underserved and equity-deserving individuals and communities.
• French and/or Spanish proficiency is considered an asset; additional languages are welcome.
• Strong organizational, time-management and administrative skills.
• Ability to manage multiple priorities, deadlines and projects effectively.

Academic Partnerships

Experience or skills involving:

• Working with universities, colleges, researchers, faculty, students or other academic institutions.
• Building and maintaining collaborative relationships with academic, community, nonprofit and professional partners.
• Working effectively in dynamic and collaborative environments.
• Responding to changing priorities and opportunities.
• Commitment to human rights, equity, social justice, inclusion, peacebuilding and community wellbeing.
• Understanding of and commitment to equity, diversity, inclusion, accessibility and culturally responsive approaches.
• Interest or experience in human resources, people management, workplace wellbeing, volunteer coordination or organizational development.
• Interest or experience in global health, peace, sustainability, migration, social justice or related interdisciplinary issues.
• Ability to work independently and as part of a diverse, geographically distributed team.
• Compassion and empathy.
• Developing and initiating new programming ideas and service-delivery models in partnership with public-sector, academic, nonprofit, health-system and private-industry stakeholders.

Additional Experience and Skills

The candidate should also have experience with:

• Building, supporting and managing collaborative partnerships and relationships.
• Developing, facilitating, executing and evaluating events, workshops, meetings, discussions, presentations and programs of different sizes.
• Working with socially, economically, linguistically and culturally diverse clientele.
• Understanding the multidimensionality, complexity and intersectionality of health.
• Understanding the links between health, peace, environmental sustainability and other social determinants of health.
• Leading and collaborating with teams in a fast-paced environment.
• Adapting quickly to change.
• Strong interpersonal, written communication and presentation skills.
• Building professional rapport quickly across different social and cultural contexts.
• Dynamic, innovative and creative thinking.
• Strong critical analysis, appraisal and decision-making skills.
• Being professional, organized, action-oriented, ambitious, flexible and motivated.

How to Apply

PEGASUS Institute states that it values diversity of backgrounds and perspectives among its staff, members, networks and partners.

Indigenous peoples, people of colour, people from equity-deserving communities, and people across the spectrums of gender, sexuality, age and abilities are encouraged to apply.

For accessibility questions or concerns during the hiring process:

Email: [email protected]

Applicants should email:

• Resume
• One- to two-page cover letter explaining why they are suitable for the position

Applications should be addressed to Melissa Whaling and the PEGASUS Institute Board of Directors.

Application email: [email protected]
Phone calls: Not accepted
Position type: Contract
Application deadline: October 15, 2026, or until the right candidate is found.

Learn more about PEGASUS Institute: pegasusinstitute.ca