Assistant Coordinator, Planning Team

We are currently seeking an experienced and enthusiastic individual to join our dynamic team in our Montreal office as the Assistant Coordinator, Planning Team. This full-time contract position (40 hours/week) reports directly to the Director of Planning.

The ideal candidate will be highly organized, detail-oriented, and skilled in communication, with the ability to multi-task and prioritize effectively. This individual will thrive in a collaborative team environment and demonstrate a strong commitment to ensuring smooth and efficient operations.

What will you do?

Planning and Coordination:

• Be part of the planning team, ensuring seamless operations for various programs.
• Assist with research, planning, negotiation, and making reservations across program elements such as recreational activities, restaurants, and transportation.
• Produce financial projections quarterly for planned programs and audit final expenditures.
• Write and edit emails, contracts, and daily plans.
• Audit the print and web copies of planned itineraries and correspondence to ensure accuracy and consistency.

Supplier and Partner Relations:

• Communicate and contract with local and international suppliers.
• Ensure all obligations and payments are reviewed and completed based on contractual agreements.
• Maintain a keen interest in trends in travel and stay updated on current events to inform program planning.

Administrative and Collaborative Tasks:

• Update and maintain organizational databases with meticulous notes.
• Collaborate with the Director of Planning, Product Managers, and other Program Coordinators on cross-functional projects.
• Adapt to a flexible work schedule during peak months (June, July, and August).
• Complete additional duties as assigned.

Must-Have:

• University degree.
• Strong ability to manage competing priorities and multiple work streams while effectively planning, negotiating, organizing, and implementing planning practices.
• Ability to take initiative, function autonomously, and perform as an active team member with exceptional collaboration skills.
• Proficiency in MS Office and adaptability to learn new platforms (training provided).
• Exceptional written and verbal communication skills in English.
• Ability to take direction and accept feedback.

Nice-to-Have:

• Previous experience creating itineraries for travel or event planning.
• Previous experience in an administrative capacity with strong analytical skills.
• Financial and analytical skills, including experience with budgeting and forecasting.
• Familiarity with tools such as Salesforce, Concur, and Google Drive.
• International travel experience.
• Fluency in French, Spanish, or Italian.

Why Join Us?

WCC is committed to fostering a flexible work environment, including hybrid arrangements (e.g., three days in-office and two remote). Our office is located in Monkland Village, Montreal, easily accessible by public transit.

What makes Westcoast Connection unique…
Since 1982, Westcoast Connection has shown thousands of teens a meaningful, rewarding, and special summer experience. Our organization is filled with passionate, energetic, hard-working, entrepreneurial people, this means we set high goals and exceed them, we all wear multiple hats, and we are obsessed with opening teens’ eyes to travel and life-changing experiences!

Westcoast Connection is an equal opportunity employer.

Start Date: February 2025
Salary: To be discussed based on experience.

Only applicants that submit both a cover letter and a CV will be considered. We thank all those who apply, however only those considered for an interview will be contacted. Apply by email to Pamela@westcoastconnection.com.

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