Executive Coordinator

WHO WE ARE
Opened in 1914 and welcoming over 1.3 million visitors annually the Royal Ontario Museum (ROM) is Canadas most-visited museum ranking among the top 10 cultural institutions in North America. At ROM we are dedicated to building and sharing global collections sharing knowledge inspiring learning and fostering community engagement. As a globally recognized field research institute ROM houses an impressive collection of over 18 million artworks cultural objects and natural history specimens showcased in over 40 galleries and exhibition spaces. We are committed to creating a space where art culture and nature intersect connecting people and communities to the past present and shared future.

As we continue to work toward our goals to transform and evolve as one of the worlds foremost 21st-century museums we seek passionate and dynamic team members who embody our mission and values.

WHO WE NEED
We are looking for a highly organized thoughtful and proactive Executive Coordinator who thrives in a fast-paced executive environment and brings strong judgment discretion and attention to detail to everything they do.

This role is ideal for someone who anticipates needs before they arise takes pride in producing clear accurate and well-crafted work and is comfortable supporting complex schedules priorities and executive decision-making. You are calm under pressure adaptable when priorities shift and confident navigating competing demands with professionalism and care.

You bring strong interpersonal effectiveness and cultural awareness and you are comfortable working with colleagues partners and stakeholders from diverse backgrounds and communities. Collaboration comes naturally to you and you enjoy working closely with other executive coordinators and administrative professionals to ensure seamless support across the organization.

Above all you are motivated by enabling others to do their best work. You value trust accountability and excellence and you approach your role with curiosity initiative and commitment to high standards.

HOW YOU WILL MAKE AN IMPACT

• Enable the Deputy Director Engagement to operate effectively by anticipating needs managing priorities and ensuring their time information and materials are well organized and ready for decision-making.
• Coordinate complex executive calendars meetings and logistics ensuring seamless preparation follow-through and communication across internal teams and external partners.
• Prepare edit and produce high-quality correspondence briefing materials presentations and reports that reflect sound judgment clarity and attention to detail.
• Support projects and initiatives across the Engagement portfolio by tracking actions coordinating inputs and helping ensure deadlines and commitments are met.
• Serve as a key point of contact for internal and external inquiries exercising sound discretion and professionalism while navigating sensitive or confidential matters.
• Coordinate executive travel visits and special events often in collaboration with other departments to ensure positive and well-managed experiences.
• Monitor and support assigned budgets expenses and administrative processes contributing to effective and accountable operations.

WHAT YOU BRING

• A minimum of five (5) years of progressively responsible experience providing senior-level administrative or executive coordination support in a complex fast-paced environment.
• Post-secondary education in business administration arts culture or a related field or an equivalent combination of education and experience.
• Advanced proficiency with Microsoft Outlook Word PowerPoint Excel and Adobe with the ability to produce polished accurate and well-structured materials.
• Exceptional written and oral communication skills with a strong eye for detail and the ability to tailor messaging for different audiences.
• Demonstrated ability to produce clear well-structured written materials including correspondence briefing notes and presentation content.
• Demonstrated ability to exercise sound judgment discretion and professionalism when handling confidential or sensitive information.
• Strong organizational and prioritization skills with the ability to manage shifting priorities competing deadlines and complex schedules with confidence.
• Experience working effectively with individuals from diverse backgrounds and perspectives bringing cultural awareness and respect to all interactions.
• A collaborative mindset initiative and a genuine interest in supporting executive leadership and contributing to a positive high-functioning team environment.

WHAT WE OFFER

• Comprehensive benefits coverage: For permanent and full-time contract positions (conditions apply) enjoy 100 percent premium-free benefits for individuals and families a health spending account flexible working options (varies by position) and an Employee Assistance Program.
• Worry-free retirement savings: With our pension plan you benefit from an employer-matched Defined Benefit contribution plan which provides predictable lifetime retirement income survivor benefits and early retirement options without the stress of investment decisions.
• Support for new parents: Enjoy a parental leave top-up to 95 percent of your salary for 17 weeks helping you balance work and family life.
• Perks: Free ROM membership for permanent full-time and part-time staff plus discounts to over 200 attractions through Attractions Ontario.
• And more!

SALARY & TERMS OF EMPLOYMENT

• START DATE: March 2026
• OPEN DATE: February 11 2026
• CLOSE DATE: February 25 2026
• STATUS: Full-time Permanent
• EMPLOYEE GROUP: Non-Union
• EXPECTED COMPENSATION: $78 903 $92827
• SCHEDULE: 35 hours weekly
• PROBATIONARY PERIOD: Six (6) months
• LOCATION (onsite): Toronto ON

WHAT TO EXPECT IN OUR INTERVIEW PROCESS

1. Initial conversation: A 30-minute virtual conversation** with a Recruiter to discuss your interest in the role and ROM and how you can make an impact.
2. First interview: A 1-hour in-person or virtual interview with the Hiring Manager and a member of the HR team. This in-depth interview will focus on your skills and how they align with the teams and ROMs needs.
3. Second interview: A 1-hour in-person meeting with the Hiring Manager and relevant team members. You will be asked to complete or present a short pre-assigned exercise related to the role.
   
   **All virtual conversations and interviews will be conducted via Microsoft Teams and may be recorded.**

WHY PEOPLE CHOOSE ROM

• Cultural engagement: Daily interactions with Torontos diverse culture and international visitors offer insights into social and cultural trends. We champion inclusive community programs and connections through diverse experiences.
• Continuous learning: At ROM expertise and continuous skill development are paramount. Our culture of curiosity and open-mindedness fosters growth beyond traditional career paths.
• Passion & fulfillment: Our work in preserving and curating cultural narratives brings deep satisfaction. We are passionate about the arts global history cultural diversity and leveraging digital technologies to enhance accessibility.
• Team & culture: ROM promotes a positive workplace with collaborative supportive teams that encourage creativity and innovation. We value new ideas and collective problem-solving.
• Academic collaboration: We are committed to education partnering with universities and providing student resources underscoring our dedication to research and accessibility.

If youre excited about this role even if your experience differs from the specific requirements we encourage you to apply. Were keen to meet candidates who can contribute their talents to our goals and will consider an equivalent combination of knowledge skills education and experience.

COMMITMENT TO DIVERSITY EQUITY INCLUSION & ACCESSIBILITY
At ROM we embrace diversity in our exhibits communities and teams. We encourage applications from racialized persons Indigenous Peoples persons with disabilities 2SLGBTQI individuals and those who can further diversify our ideas. We are committed to equitable employment opportunities and a workplace free from discrimination and harassment.

We welcome and accommodate candidates with disabilities throughout the selection process. Please contact us at emailprotected for assistance.

ADDITIONAL INFORMATION

• ROM does not require Canadian experience. International applicants with equivalent experience are encouraged to apply.
• ROM uses technology-assisted tools (including JazzHR TalentFit) to support the review and screening of applications. All hiring decisions are made by human reviewers.
• This posting is for an existing vacancy.

Only candidates selected for an interview will be contacted. Please note that all candidates receiving a verbal job offer will be subject to a background check. This includes a criminal background check and verification of professional references and other checks depending on the role.

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