Administrative, Program and Communications Officer Job at PEGASUS Institute 2026 | Apply Now
Applications are open for the Administrative, Program and Communications Officer position at PEGASUS Institute. The role supports the organisation’s administrative, programme, communications, fundraising, event, network and operational activities.
The position is offered on a six-month contract, with potential renewal, and provides a flexible part-time workload averaging 15 hours per week.
About PEGASUS Institute
PEGASUS Institute is a registered Canadian charity that builds collaborative networks connecting peace, environmental sustainability and health. Its work brings together knowledge exchange, network formation, research, education, policy engagement, interactive events and community-focused initiatives.
The Institute works through programmes, networks and partnerships that support learning, engagement and practical action across its areas of focus.
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About The Administrative, Program and Communications Officer Role
The officer will work with Melissa Whaling, Executive Director, and Dr. Neil Arya, Board President. The role combines administration, programme coordination, fundraising support, event management, network engagement, communications and digital operations.
- Contract: Six months, with potential renewal
- Workload: An average of 15 hours per week, with up to 25 hours per week when required
- Work arrangement: Virtual and flexible
- Working hours: Mainly Monday to Friday, with occasional evening or weekend events and meetings
- Remuneration: $25 per hour, with the possibility of an increase based on performance and experience
- Reports to: The Executive Director and Board President
Key Areas Of Responsibility
1. Administrative Support And Fundraising
- Manage calendars, meetings and appointments for staff and executives.
- Handle phone calls, text messages, emails and other correspondence.
- Maintain electronic and paper files, including donor records, grant applications and programme documents.
- Prepare and distribute meeting minutes, reports, project reports, financial reports and grant proposals.
- Research funding opportunities, community needs and nonprofit-sector best practices.
- Maintain donor, volunteer and programme-participant databases.
- Assist with volunteer recruitment, training, management and event assignments.
2. Programme Support And Event Management
- Support the planning, coordination and delivery of PEGASUS Institute projects and programmes, including Stronger Together, IEHPs-CAN, Play, Learn, Thrive, course development and research projects.
- Assist with fundraising events, community outreach activities and volunteer programmes.
- Coordinate event logistics such as venue selection, catering and attendee registration.
- Support programme planning, scheduling, monitoring and reporting.
- Assist with leading and coordinating the Emerging Leaders Network.
- Provide administrative, technical and marketing support to the Francophone, Latin American, East African, Middle East and North African, and Emerging Leaders networks.
- Track network membership and activities.
- Help collect and analyse programme outcomes and impact data.
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3. Meetings And Stakeholder Engagement
- Contribute to monthly reports.
- Prepare project, programme and Board of Directors meeting minutes using recordings and AI-generated transcripts.
- Attend network meetings and arrange the required technical setup.
- Lead and coordinate Emerging Leaders Network activities.
- Plan, organise and attend internal and external programme and activity-planning meetings.
4. Communications And Digital Operations
- Manage incoming and outgoing communications, the general email account and organisational meetings.
- Organise digital files, databases, documents, presentations and slideshows.
- Create and publish content for social media, websites and email campaigns.
- Develop digital posters, flyers, graphics and other materials using tools such as Canva.
- Manage social media content and advertising across X, Facebook, Instagram, LinkedIn, Substack, YouTube and other platforms.
- Develop social media strategies, content calendars and campaigns connected to UN recognition days, organisational themes and priority content.
- Track communications and social advertising results.
- Support Google Ads campaigns in collaboration with the IT Specialist.
- Manage the PEGASUS Institute Zoom account, meeting recordings, summaries and related technical processes.
- Manage the YouTube channel, including editing, uploading, playlist organisation and sharing content with the website developer.
- Engage with individuals and partners on LinkedIn.
- Provide website content to the IT Specialist.
- Lead digital execution for fundraising and engagement campaigns.
Eligibility And Requirements
- Applicants must submit a resume.
- Applicants must submit a one- to two-page cover letter explaining their suitability for the position.
- Applications must be addressed to Melissa Whaling and the PEGASUS Institute Board of Directors.
- Applicants must be available for an average of 15 hours per week, with capacity for up to 25 hours when required.
- Applicants must be able to work mainly during Monday-to-Friday hours and occasionally attend evening or weekend events and meetings.
Inclusive Hiring And Accessibility
PEGASUS Institute encourages applications from Indigenous peoples, people of colour, people from equity-deserving communities, and people across the spectrums of gender, sexuality, age and abilities.
Accessibility questions or concerns during the hiring process should be sent to mwhaling@pegasusinstitute.ca.
Applications close on October 15, 2026
mwhaling@pegasusinstitute.ca