Executive Coordinator, Collections Care

WHO WE ARE Opened in 1914 and welcoming over 1.3 million visitors annually, the Royal Ontario Museum (ROM) is Canada's most-visited museum. 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 world’s foremost museums, we seek passionate and dynamic team members who embody our mission and values. WHO WE NEED We are seeking an Executive Coordinator, Collections Care to support the operational, administrative, financial, and project coordination needs of the Collections Care division. Reporting to the Chief, Collections Care, this role serves as a key operational partner, ensuring the department runs smoothly through executive support, budget administration, project coordination, and process improvement. The successful candidate will manage complex administrative activities, support strategic initiatives, coordinate departmental projects, and maintain effective communication across a wide range of internal and external stakeholders. This role is ideal for a highly organized professional who thrives in a fast-paced environment and enjoys balancing executive support, financial administration, and project coordination responsibilities. HOW YOU WILL MAKE AN IMPACT Provide executive-level administrative support to the Chief, Collections Care, including calendar management, meeting coordination, briefing materials, correspondence, and presentations Coordinate departmental operations, procedures, and administrative processes to support efficiency and productivity across Collections Care Manage departmental financial administration, including budgeting support, invoice processing, purchase orders, expenditure tracking, reconciliations, and financial reporting Support the planning, coordination, and execution of Collections Care projects and strategic initiatives, including resource planning, procurement, scheduling, and reporting Conduct research, environmental scans, stakeholder outreach, and data gathering to support departmental planning and decision-making Prepare executive summaries, reports, presentations, and briefing materials for leadership and stakeholders Coordinate departmental events, meetings, travel arrangements, onboarding activities, and professional memberships Assist with grant, fellowship, and funding-related initiatives that support Collections Care objectives Serve as a key point of contact for internal and external stakeholders, handling sensitive and confidential matters with professionalism and discretion WHAT YOU BRING University degree, college diploma, or equivalent combination of education and experience in business administration, arts administration, museum studies, cultural management, or a related field Minimum five (5) years of experience supporting senior leadership in an executive coordination, operations, administrative, or project coordination capacity Demonstrated experience managing complex calendars, projects, competing priorities, and administrative processes Experience supporting budgets, financial tracking, expenditure reporting, and procurement processes Strong proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint Experience using Power BI, Copilot, Adobe Acrobat, DocuSign, or similar business productivity tools Excellent organizational, analytical, and problem-solving skills Exceptional attention to detail and ability to manage confidential information with discretion Strong verbal and written communication skil…

View the full posting and apply