Remote job vacancy at PEGASUS Institute
JOB ALERT
PEGASUS INSTITUTE IS HIRING
POSITION: Administrative, Program and Communications Officer
ORGANIZATION: PEGASUS Institute
LOCATION: Virtual / Remote
CONTRACT: 6 months, with potential for renewal
WORKING HOURS: Average 15 hours per week, with flexible hours; up to 25 hours per week when required. Occasional evening or weekend events and meetings may be required.
REMUNERATION: $25 per hour, with the possibility of a wage increase based on performance and experience.
REPORTS TO: Melissa Whaling, Executive Director, PEGASUS Institute, and Dr. Neil Arya, Board President, PEGASUS Institute.
ABOUT PEGASUS INSTITUTE
PEGASUS Institute is a registered Canadian charity working to build a collaborative network connecting peace, environmental sustainability and health.
The Institute advances its mission through collaborative knowledge exchange, network formation and research activities, including educational activities, interactive events, publications, policy work and initiatives that promote practical solutions connecting peace, environmental sustainability and health.
JOB PURPOSE
The Administrative, Program and Communications Officer will provide administrative, programme, communications and operational support for PEGASUS Institute’s activities, projects, networks and organizational operations.
KEY RESPONSIBILITIES
- ADMINISTRATIVE SUPPORT AND FUNDRAISING
Manage calendars, schedule meetings and coordinate appointments for staff and executives.
Handle phone calls, emails, text messages and correspondence.
Maintain organized electronic and paper files, including donor records, grant applications and programme documents.
Prepare and distribute meeting minutes and reports.
Support the preparation of project and financial reports and grant proposals.
Research funding opportunities, community needs and nonprofit-sector best practices.
Maintain databases involving donors, volunteers and programme participants.
Assist with recruiting, training and managing volunteers.
Schedule and communicate with volunteers regarding assignments and events.
- PROGRAMME SUPPORT AND EVENT MANAGEMENT
Support the Executive Director with planning, coordination and delivery of PEGASUS Institute courses, programmes, projects, networks and partnerships.
Support programmes and projects 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, including venue selection, catering and attendee registration.
Support programme planning, monitoring and reporting.
Assist in leading and coordinating the Emerging Leaders Network.
Provide administrative, technical and marketing support to PEGASUS networks, including Francophone, Latin American, East African, Middle East and North African, and Emerging Leaders networks.
Track network membership and activities.
Assist programme staff with project planning and implementation.
Help collect and analyse data relating to programme outcomes and impact.
- MEETINGS AND STAKEHOLDER ENGAGEMENT
Contribute to monthly reports.
Prepare project, programme and Board of Directors meeting minutes from recordings and AI-generated transcripts.
Attend network meetings as required and ensure technical arrangements are properly established.
Lead and coordinate Emerging Leaders Network activities.
Plan, organize and attend programme and activity planning meetings with internal and external partners.
- COMMUNICATIONS AND DIGITAL OPERATIONS
Manage incoming and outgoing communications promptly.
Schedule and organize internal and external meetings.
Document meetings through minutes and notes.
Organize and maintain organizational files and documents on online drives.
Develop databases and organize and edit organizational documents.
Develop and edit presentations and slideshows.
Create engaging content for social media, websites and email platforms.
Create digital posters, flyers, graphics and other communication materials using tools such as Canva.
Respond to queries through social media platforms.
Publish engaging digital and web content for donors, partners and visitors.
Manage social media posting and ensure content is on-brand and optimized for search and social platforms.
Develop email campaigns for internal and external audiences.
Assist with Google Ads campaigns.
Help manage and respond to the PEGASUS general email account.
Lead digital execution across email, website and social media for fundraising and engagement campaigns.
Develop social media strategies for X, Facebook, Instagram, LinkedIn, Substack, YouTube and other platforms.
Create campaigns around relevant UN recognition days, themes and priority content.
Create and regularly publish social media content.
Manage social advertising campaigns and track results.
Maintain a digital content calendar covering upcoming topics, news, milestones and opportunities.
Coordinate communications projects, outreach and communication products.
Manage the PEGASUS Institute Zoom account and related technical processes.
Manage meeting recordings, summaries and documentation.
Manage the PEGASUS Institute YouTube channel, including saving, documenting, editing, posting and sharing videos.
Organize YouTube playlists and provide relevant content to the website developer.
Manage, respond to and engage with individuals and partners on LinkedIn.
Provide content to the IT Specialist for publication on the PEGASUS Institute website.
QUALIFICATIONS AND REQUIREMENTS
Minimum undergraduate degree in Administration, Digital Media, Communications, Public Health, Global Health, Social Sciences, Peace Studies, Global Affairs, Environmental Sciences or a related field.
Experience managing, developing, organizing and maintaining digital platforms.
Experience creating, scheduling and managing engaging social media content.
Administrative experience.
Experience working with nonprofit, academic and/or community programmes.
Ability to communicate complex ideas clearly to diverse audiences.
Strong organizational, time-management and administrative skills.
Ability to manage multiple priorities, deadlines and projects effectively.
Experience working with diverse communities, including Indigenous communities, immigrants, refugees and other equity-deserving communities.
Experience with international organizations and/or ability to work across different languages and cultures.
Demonstrated commitment to health and wellbeing, particularly for culturally diverse, underserved and equity-deserving communities.
French and/or Spanish proficiency is an asset. Additional languages are welcome.
ACADEMIC AND PARTNERSHIP EXPERIENCE
Experience working with universities, colleges, researchers, faculty, students or other academic institutions.
Ability to build and maintain collaborative relationships with academic, community, nonprofit and professional partners.
Ability to work effectively in dynamic and collaborative environments.
Ability to respond effectively to changing priorities and opportunities.
Commitment to human rights, equity, social justice, inclusion, peacebuilding and community wellbeing.
Understanding 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.
Experience developing or initiating new programmes and service-delivery models in partnership with public-sector, academic, nonprofit, health-system and private-sector stakeholders.
ADDITIONAL EXPERIENCE AND SKILLS
Experience building, supporting and managing collaborative partnerships and relationships.
Experience developing, facilitating, executing and evaluating events, workshops, meetings, discussions, presentations and programmes.
Experience working with socially, economically, linguistically and culturally diverse communities.
Understanding of the multidimensionality, complexity and intersectionality of health.
Understanding of the links between health, peace, environmental sustainability and other social determinants of health.
Ability to lead and collaborate with teams in a fast-paced environment.
Ability to adapt quickly to change.
Strong interpersonal, written communication and presentation skills.
Ability to build professional rapport across different social and cultural contexts.
Dynamic, innovative and creative thinking.
Strong critical analysis, appraisal and decision-making skills.
Professional, organized, action-oriented, ambitious, flexible and motivated approach.
APPLICATION DEADLINE
October 15, 2026, or until the right candidate is found.
HOW TO APPLY
Interested applicants should submit:
- 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:
mwhaling@pegasusinstitute.ca
PHONE CALLS: Not accepted.
ACCESSIBILITY
PEGASUS Institute 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, contact:
mwhaling@pegasusinstitute.ca
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