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APF Canada is an independent not-for-profit organization focused on Canada’s relations with Asia. Our mission is to be Canada’s catalyst for engagement with Asia and Asia’s bridge to Canada. APF Canada is dedicated to strengthening ties between Canada and Asia through its research, education, and convening activities, as well as building Asia skills and competencies among Canadians, including young Canadians, and enhancing Canadians’ understanding of Asia and its growing global influence. 

The Asia Pacific Foundation of Canada is seeking a Project Coordinator, APEC Networks, for a six-month independent service contractor engagement to support the APEC Networks team in planning and executing international multi-stakeholder events and key projects.  

Serving as the secretariat for Canada’s APEC Business Advisory Council (ABAC) members and Canada’s National Committee of the Pacific Economic Cooperation Council, APF Canada plays a pivotal role in facilitating Canada’s ABAC/PECC engagement in the Asia-Pacific region. The APEC Networks team is looking for a skilled coordinator to assist with programming, logistics, and event-related activities, particularly for the upcoming dialogue between Canada and Australia’s PECC on the Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP). This position will report to the Senior Program Manager, APEC Networks. 

Specific responsibilities will include

• Support Event Planning and Coordination for the Canada-Australia PECC Dialogue on CPTPP - Coordinate all aspects of the upcoming Canada-Australia PECC dialogue on CPTPP, including participant outreach, agenda development, and session planning. Ensure smooth execution by managing timelines, coordinating key stakeholders, and overseeing on-site or virtual logistics. 
• Manage Event Logistics and Programming - Organize travel arrangements, accommodations, and event setup for speakers, attendees, and staff. Liaise with venues, manage audiovisual requirements, and coordinate event flow to ensure a seamless experience. 
• Prepare Communication Materials - Draft and prepare invitations, briefings, agendas, project updates, and follow-up reports for stakeholders and attendees. Ensure that all communications align with APF Canada’s standards and objectives. 
• Serve as a Liaison for Internal and External Stakeholders - Facilitate effective communication and coordination among APF Canada’s internal teams, external stakeholders, vendors, and international partners to ensure successful event outcomes. 
• Schedule Meetings and Prepare Documents - Coordinate meetings across multiple time zones, draft agendas, prepare meeting materials, and ensure all relevant information is distributed in a timely manner. 

Desired Skills and Abilities 

Successful applicants will have the following qualifications and skills: 

• Excellent organizational skills and attention to detail; 
• Confidence to engage with senior executives and officials; 
• Strong written communication skills;  
• Ability to track action items across a small team; 
• Ability to manage competing deadlines; 
• Experience with Outlook, Zoom, Word, PowerPoint and Excel; 
• Cultural awareness and business etiquette;  
• Prior event coordination experience is considered an asset.  

Eligibility  

Applicants should have valid and legal authorization to work in Canada upon submission of an application.  This role would suit a graduate student or young professional interested in international relations or event coordination.   

This is a service contract engagement that will run from late November/early December 2024 to the end of May 2025. Timing is flexible but will ideally be three days per week (22.5 hours per week). The location may be in either Vancouver or Toronto.    

Applicants should be available to start work no later than December 9, 2024.  

Compensation    

The rate for this position is a fixed rate of Two Thousand Five Hundred Dollars ($2,500.00) per month on a 3-day work week or 22.5 hours per week schedule.   

Application Procedures 

Applicants should submit the following documents MERGED in ONE PDF file. An incomplete application will not be considered.  

Please click here to apply    

• One-page Cover Letter detailing the applicant’s interest in and suitability for the role.
•  Résumé detailing the applicant’s academic background, skills, and professional experiences.
•  Name, title, and contact information (email and phone number) for two professional references. References will only be contacted if the applicant is short-listed for the role. 

The application deadline is Sunday, November 24, 2024, at 11:59 p.m. PT.

Applications will be considered on a rolling basis, so please submit your application once it is prepared.  

Please add notifications@app.bamboohr.com to your contact list to ensure delivery of all correspondence from us. 

Guidelines on the Fair Use of AI  and Disclaimer

At the Asia Pacific Foundation of Canada, we recognize that AI is becoming an integral part of our daily lives, and we see its potential to enhance innovation, streamline processes, save time, and ultimately amplify our mission. All applications are reviewed by a human. All qualified applicants will receive consideration for employment regardless of age, ethnicity, gender identity or expression, language, national or Indigenous origin, family or marital status, physical and mental ability, political affiliation, race, religion, sexual orientation or socio-economic status. 

We view AI as a tool to support creativity throughout your job search when used for such things as polishing résumés. However, please ensure that any AI tools are turned off during interviews. Otherwise, we will not be able to assess your ability to showcase original ideas or get a true sense of your skills and passion for joining the Foundation. 

We appreciate the interest of all applicants, but due to the anticipated high volume of applications, we will only be able to reach out to those who best meet the qualifications and requirements for the position. Only shortlisted candidates will be contacted to schedule an interview. Thank you for your understanding. 

Furthermore, submitting your application in response to our job postings is deemed to be consent to the collection, use and necessary disclosure of personal information for the purposes of recruitment and assessing your suitability for employment. APF Canada respects the privacy of all applicants and the confidentiality of personal information.  

REPOST - Previous applicants need not apply 

APF Canada is an independent not-for-profit organization focused on Canada’s relations with Asia. Our mission is to be Canada’s catalyst for engagement with Asia and Asia’s bridge to Canada. APF Canada is dedicated to strengthening ties between Canada and Asia through its research, education and convening activities as well as building Asia skills and competencies among Canadians, including young Canadians, and improving Canadians’ general understanding of Asia and its growing global influence. 

The Asia Pacific Foundation of Canada (APF Canada) is seeking a committed team player with excellent customer service, solid interpersonal skills, and a great attitude Human Resources and Office Administration Assistant in a full-time capacity to join our team. This position will primarily provide essential HR and Office Administration support to the Director, Human Resources and Administration and general administrative support to the Operations and Partnerships division. This role is essential in ensuring the smooth operation of HR and office administration functions. The ideal candidate will be organized, detail-oriented, and proactive, an exceptional communicator, adept at managing complex schedules, and capable of handling sensitive information with the utmost confidentiality.

Major Responsibilities

HR Support and General Administration:

• Assist with recruitment processes, scheduling interviews, and coordinate onboarding schedule for new staff
• Support the implementation and administration of HR policies and procedures.
• Handle confidential information with discretion
• Manage the petty cash fund
• Ensure an up-to-date employee list for the website, email distribution lists and other productivity tools
• Support the implementation and administration of all Health & Safety programs, initiatives, and policies to ensure compliance with regulatory requirements
• Support the development and design of an HR SharePoint site, accessible by all staff. Maintain the site, include and keep updated all HR policies, procedures, manuals and handbooks on the SharePoint site.
• Provide administrative support to the Operations and Partnerships team in preparing expense reports and travel schedules

Office Administration and Coordination:

• Coordinate and build rapport with Oxford building administration and security teams
• Build good relationships with third-party service providers
• Ensure the office environment is organized and welcoming
• Monitoring of office supplies inventory and placing orders as needed
• Assist with the preparation and distribution of mail, documents and reports
• Assist and support in planning and executing organizational events, and logistics for events, including venue arrangements, and materials preparation, in close coordination with the Events Manager, as needed
• Support virtual event setup and management, as needed

Desired Skills & Qualifications

• Strong understanding of HR best practices and labor laws.
• Proactive and self-motivated, with the ability to work independently and as part of a team.
• Excellent organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and HRIS systems.
• Experience with HRIS software, (experience with BambooHR systems an asset)
• Strong written and verbal communication skills.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• French language fluency, an asset

Eligibility 

Applicants must have a legal status, and eligibility to work in Canada upon submission of an application. Preferably a Bachelor’s degree in Human Resources, Business Administration, or a Diploma in a related field or equivalent experience.  At least 1-2 years of relevant experience in Human Resources and Office Administration,  or project management preferably in a non-profit or think tank environment.

The successful applicant will ideally work out of Vancouver, BC, from APF Canada's head office in downtown Vancouver, on a Hybrid Schedule i.e., 2-day onsite and 3-day off-site reporting schedule,  Monday to Friday, during regular office hours (PST). Please note that on-site work expectations may change, and is subject to APF Canada’s operational requirements.

Compensation & Benefits

The salary range for this position is $46,000 - $58,000/year. Depending on a combination of factors, including the candidate's relevant experience and level of expertise, the target pay for this role is no more than the midpoint of this range. APF Canada also offers a comprehensive extended health benefits package including but not limited to vision and dental care, paramedical services, telemedicine, a Registered Retirement Savings Plan (RRSP) matching contribution and an Employee & Family Assistance Program (E&FAP) among others. 

Application Procedures

Applications should include the following documents MERGED in ONE PDF file. An incomplete application will not be considered.

Please click here to apply

• One-page Cover Letter detailing the applicant's relevant experience, career interests, and goals, and why they are interested in working with the Foundation
• Résumé detailing the applicant's academic background, skills, and professional experiences.
• Name, title, and contact information (email and phone number) for two professional references. References will only be contacted if the applicant is short-listed for the role.

The application deadline is Sunday,  November 24, 2024 (at 11:59 p.m./PT).

Please be sure to add notifications@app.bamboohr.com to your contact list to ensure delivery of all correspondence from us.

Guidelines on the Fair Use of AI  and Disclaimer

At the Asia Pacific Foundation of Canada, we recognize that AI is becoming an integral part of our daily lives, and we see its potential to enhance innovation, streamline processes, save time, and ultimately amplify our mission. We view AI as a tool to support creativity throughout your job search when used for such things as polishing resumés. However, please ensure that any AI tools are turned off during interviews. Otherwise, we will not be able to assess your ability to showcase original ideas or get a true sense of your skills and passion for joining the Foundation.  

All applications are reviewed by a human. All qualified applicants will receive consideration for employment regardless of age, ethnicity, gender identity or expression, language, national or Indigenous origin, family or marital status, physical and mental ability, political affiliation, race, religion, sexual orientation or socio-economic status.  We appreciate the interest of all applicants, but due to the anticipated high volume of applications, we will only be able to reach out to those who best meet the qualifications and requirements for the position. Only shortlisted candidates will be contacted to schedule an interview. Thank you for your understanding. 

Furthermore, submitting your application in response to our job postings is deemed to be consent to the collection, use and necessary disclosure of personal information for the purposes of recruitment and assessing your suitability for employment. APF Canada respects the privacy of all applicants and the confidentiality of personal information.