PEGASUS Institute is looking for a talented and dedicated individual to join its team as an Administrative, Program and Communications Officer.
This position presents an exciting opportunity to work with a multi-faceted and dynamic team committed to peace, global health, environmental sustainability, gender equity and social justice across various contexts.
Job Details
Organisation: PEGASUS Institute
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-month contract, with potential for renewal
Working Hours: Approximately 15 hours per week, with flexible hours. Mostly Monday to Friday, with occasional weekend or evening events or meetings, up to 25 hours per week.
Remuneration: $25 per hour, with the option for a wage increase depending on performance and experience.
About PEGASUS Institute
PEGASUS Institute is a Registered Canadian Charity that aims to build an effective collaborative network that promotes the interconnection of peace, environmental sustainability, and health for all.
The organisation achieves this through collaborative knowledge exchange, network formation, and research activities that address the interconnections between peace, environmental sustainability, and health.
Core activities include interactive events, educational activities, publication of information, research, policy, and promoting and sharing ways forward.
Job Summary
The Administrative, Program and Communications Officer will work in collaboration with PEGASUS staff, contractors, and volunteers.
The successful candidate will work alongside the Executive Director, Board President, and Admin Team, as well as local and national partners and networks.
The position is expected to commence as early as the beginning of October 2026 or as soon as the position is filled.
Administrative Support and Fundraising
Responsibilities include:
- Manage calendars, schedule meetings, and coordinate appointments for staff and executives.
- Handle phone calls, text messages, emails, and correspondence, ensuring timely responses.
- Maintain organised files, both electronic and paper, including donor records, grant applications, and program documents.
- Prepare and distribute meeting minutes and reports.
- Help prepare project and financial reports and grant proposals.
- Conduct research on funding opportunities, community needs, and best practices in the non-profit sector.
- Maintain databases related to donors, volunteers, and program participants.
- Assist in recruiting, training, and managing volunteers.
- Schedule and communicate with volunteers regarding assignments and events.
Programming Support and Event Management
- Assist the Executive Director with the planning, organisation, and operation of PEGASUS Institute’s existing courses, programs, program partners, networks, and commitments.
- Assist with the planning, coordination, and realisation of PEGASUS Institute projects and programs, including Stronger Together, IEHPs-CAN, Play, Learn, Thrive, Course Development, and research projects.
- Assist in planning and organising fundraising events, community outreach activities, and volunteer programs.
- Coordinate event logistics such as venue selection, catering, and attendee registration.
- Assist with the development, monitoring, and reporting of PEGASUS Institute programming, program plans, and schedules.
- Assist in leading and coordinating the Emerging Leaders Network.
- Provide administrative, technical, and marketing support to PEGASUS Institute networks, including the Francophone, Latin American, East African, Middle East and North African, and Emerging Leaders Networks.
- Document and track network membership and keep up to date with network happenings, activities, and developments.
- Assist program staff with project planning and implementation.
- Help collect and analyse data related to program outcomes and impact.
Meetings and Engagement
- Contribute to monthly reports.
- Develop project, program, and Board of Directors meeting minutes from recordings and AI-generated transcripts.
- Attend network meetings as needed and ensure technical aspects are set up appropriately, including leading and coordinating Emerging Leaders Networks.
- Plan, organise, and attend activity and program planning meetings with internal and external partners.
Communications and Operational Responsibilities
- Manage and respond to incoming and necessary outgoing communications in a timely manner.
- Schedule and organise organisational meetings, both internal and external.
- Document meetings through the production of meeting minutes and notes.
- Maintain, save, store, and organise organisational files and documents on an online drive.
- Develop databases and organise and construct documents.
- Develop, organise, and edit presentations and slideshows.
- Develop content to increase community engagement online through social media, websites, and email communications, including X, Facebook, Instagram, LinkedIn, Substack, and YouTube.
- Participate in the creation of digital posters, flyers, materials, and graphics with the help of other staff using tools such as Canva.
- Respond to queries through social networks.
- Publish a variety of digital content, with a focus on producing engaging social media campaigns and web content that is visually appealing and provides a rich experience for donors and visitors.
- Manage all social media posting to ensure content is on-brand and search- and social-optimised.
- Produce email campaigns reaching internal and external audiences with knowledge, information, events, and information about donating to PEGASUS Institute.
- Assist the IT Specialist with developing Google Ads campaigns.
- Assist in managing and responding to the PEGASUS general email account, in addition to the candidate’s personal PEGASUS account.
- Lead digital execution across email, website, and social media for fundraising and engagement campaigns throughout the year.
- Develop and execute social media strategies across channels and key platforms for building brand and issue awareness.
- Develop and execute social media campaigns for key days, including UN Days of Recognition specified in PEGASUS Institute’s plans, themes, and priority upcoming content.
- Create content for social media accounts and post regularly on each account.
- Manage social advertising campaigns and other promotions; track and share results for continuous improvement to targeting and segments when needed.
- Contribute to the overall digital content strategy and develop a calendar of upcoming topics, news, milestones, and external opportunities to guide content planning.
- Coordinate and support communications projects, outreach, and products as needed.
- Manage the PEGASUS Institute Zoom account and related technical processes, including ensuring meeting recordings, summaries, and documentation are functioning, managed, and stored properly.
- Manage the PEGASUS Institute YouTube channel, including saving, documenting, editing, posting, and sharing video materials, organising channel playlists, and sharing content with the website developer.
- Manage, respond to, and engage individuals and partners on LinkedIn.
- Provide necessary content for the IT Specialist to post on the PEGASUS Institute website.
About the Successful Candidate
The successful candidate will be a go-getter who is excited by the opportunity to execute PEGASUS Institute’s core and project-based programs and contribute to its growth and evolution as a valued contributor to global health, peace, and environmental sustainability.
The successful candidate will be prepared and willing to take an active role in all aspects of the organisation as needed to ensure success.
Qualifications and Experience
The successful candidate will 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 continue innovative and entrepreneurial approaches to organisational development.
- Experience managing, developing, organising, and maintaining digital platforms, including creating, scheduling, and managing engaging social media content, with the ability to communicate complex ideas clearly to diverse audiences.
- Experience in administration and completing administrative processes.
- Experience working with non-profit, academic, and/or community programs.
- Experience working with diverse communities, including Indigenous communities, immigrants and refugees, as well as other equity-deserving communities, and/or with international organisations and capacity in different languages and cultures.
- A demonstrated commitment to improving the health and wellbeing of all, especially culturally diverse, underserved, and equity-deserving individuals and communities through education, advocacy, and an active social movement for change.
- Proficiency in French and/or Spanish is considered an asset; additional languages are welcome.
- Strong organisational, time-management, and administrative skills, with the ability to manage multiple priorities, deadlines, and projects effectively.
Academic Partnerships
- Experience working with universities, colleges, researchers, faculty, students, or other academic institutions is an asset.
- Demonstrated ability to build and maintain collaborative relationships with academic, community, non-profit, and professional partners.
- Adaptable and comfortable working in a dynamic, collaborative environment, with the ability to respond to evolving priorities and opportunities.
- Demonstrated 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 organisational development is an asset.
- Interest in global health, peace, sustainability, migration, social justice, or related interdisciplinary issues is an asset.
- Ability to work both independently and as part of a diverse, geographically distributed team.
- A demonstrated ability to be compassionate and empathetic.
- Experience in developing and initiating new programming ideas and service delivery models in partnership with key stakeholders such as the public sector, academic institutions, non-profit, health system partners, and private industry.
- Experience building, supporting, and managing collaborative partnerships and relationships, as well as developing, facilitating, executing, and evaluating events, workshops, collaborative meetings, discussions, presentations, and programs of various sizes with socially, economically, linguistically, and culturally diverse clientele.
- Sound understanding of the multidimensionality, complexity, and intersectionality of health and its interlinkages with peace, environmental sustainability, and other social determinants of health.
- Skilled at leading and working collaboratively with teams in a fast-paced environment that requires the ability to adapt quickly to change.
- Strong interpersonal, written communication, and presentation skills, with the ability to develop strong professional rapport quickly in a variety of social and cultural contexts.
- Dynamic, innovative, creative, and excellent critical analysis, appraisal, and decision-making skills.
- Professional, organised, action-oriented, ambitious, flexible, and motivated in work activities.
How to Apply
PEGASUS Institute values diversity of backgrounds and perspectives among its staff, members, networks, and partners.
Indigenous peoples, people of colour, those from equity-deserving communities, and people across the spectrums of gender, sexuality, age, and abilities are encouraged to apply.
Applicants with questions or concerns about accessibility throughout the hiring process may email [email protected].
Please email your resume and a one- to two-page cover letter outlining why you are the right person for this position. Applications should be addressed to Melissa Whaling and the PEGASUS Institute Board of Directors.
Email: [email protected]
No phone calls please.
Contract: This is a contract position.
Application Deadline: October 15, 2026, or until the right candidate is found.