Program Administrator (APJ)

Key Responsibilities:

Admin

• Scheduling and Meeting Correspondence:
  • Liaising with the APJ Board and Natasha’s admin assistant to help determine dates for:
    • Board Meetings (every quarter and ad hoc, as needed)
    • Event planning meetings (with Natasha, Tyler and Joanne)
    • Ad hoc meeting with board members, donors and potential APJ partners

• Attend Board and Committee Meetings
• Ensure Board Members follow through on take aways and KPIs
• Maintain oversight of Donor Management System
• Provide support with contracts (St Luke Foundation in Haiti, Sponsor)
• Maintain and organize file folders on Google Drive, Dropbox and other platforms
• Maintain password and access list to all platforms
  

Sponsorship Development

• Proactively identify, research, and pursue new sponsorship opportunities for APJ Canada, including corporate sponsors, individual donors, foundations, and partner organizations.
• Conduct outreach to prospective sponsors, including drafting introductory emails, coordinating meetings, sharing sponsorship materials, and following up to advance conversations.
• Present APJ’s mission, programs, and sponsorship opportunities effectively to potential partners to support successful engagement and conversion.
• Work closely with the APJ team (Jo/Tyler) to develop and customize sponsorship decks, proposals, and outreach materials.
• Maintain accurate and up-to-date records of all sponsorship leads, outreach activity, meetings, and status updates.
• Collaborate with APJ leadership to support the negotiation and closing of new sponsorships, ensuring all necessary documentation, contracts, and internal approvals are completed.
• Support the integration of new sponsors into APJ programs and events, ensuring proper stewardship and follow-through.

Social Media 

• Support in developing the monthly APJ social media calendar
• Set-up bi-weekly meetings to review content and get final approvals
• Make content recommendations ongoing based on current events, daily news and APJ updates

Newsletter Development

• Develop quarterly APJ newsletter highlighting news, updates and events
• Ad hoc e-blast development as needed throughout the year
  

Website

• Oversee APJ Canada website for functionality, link updates, photo changes, event and ticketing updates, etc. 

Event Planning (TIFF 2026):

• Play key coordinator role for annual APJ event during TIFF, act as liaison between event planner and APJ Internal team. 
• Critical path development 
• List management and research - expand and maintain sponsorship and partner lists
• Draft emails and key pieces of information on behalf of APJ team
• Support Chair and Board Members with Correspondence for sponsors, ticket sales
• Travel/Hospitality arrangements for guests
• Auction Item coordination/distribution
• Event slideshow and Run of Show development support for AV
• Script writing support