About Operatic Agency::
Operatic Agency is a full-service creative and digital agency specializing in research, strategy, marcomms, medcomms, creative, technology and omnichannel media.. Named one of Canada’s fastest-growing companies for six consecutive years, we partner with brands across pharma, healthcare, and consumer sectors to connect them with their audiences through bold ideas and precise execution.
If you thrive in a fast-paced, collaborative environment and want your work to have real impact, we want to hear from you.
About The Role::
We’re looking for a highly organized, detail-oriented Project Coordinator to join our Operations team. Reporting to the Associate Director of Agency Operations, you’ll work closely with Client Service and Production teams to keep projects moving efficiently—from initial brief through final delivery.
Our Center of Excellence (CoE) is our internal network of specialists across marcomms, medcomms, creative, technology and omnichannel media disciplines. As Project Coordinator, you’ll be the connective tissue—ensuring the right people are aligned to the right work at the right time. You’ll typically manage concurrent projects at varying stages, spanning brand campaigns, digital executions, and medcomms deliverables.
What You’ll Do::
Project Setup and Planning
- Receive and review project briefs from Client Service, clarifying scope and deliverables before building workback schedules
- Develop realistic timelines that account for dependencies across multiple disciplines
Operations and Resourcing
- Coordinate resourcing across the CoE—matching the right specialists to each project based on availability and skill set
- Flag capacity conflicts early and work with team leads to resolve them
Cross-Functional Coordination
- Manage dependencies across marcomms, medcomms, creative, technology, and omnichannel media teams
- Run regular status check-ins, keeping all stakeholders informed and aligned
Timeline and Scope Management
- Monitor project progress against plan and proactively address delays or scope changes
- Adapt schedules as priorities evolve while maintaining clear communication across teams
Client Communication Support
- Partner with Client Service to ensure project status is accurately and consistently communicated
- Support or present project updates in client-facing or internal status meetings as needed
Process Improvement
- Identify and flag workflow inefficiencies, and propose practical solutions
- Contribute to building and refining templates, processes, and documentation that help the team scale
What You’ll Bring::
Strong candidates may come from a range of backgrounds—we care more about how you think and work than a specific credential.
Education and Background
- Post-secondary education in marketing, communications, business, or a related field—or equivalent experience
Professional Experience
- 2+ years coordinating projects in a marketing agency or similar environment
- Demonstrated experience managing timelines, schedules, and deliverables across multiple teams simultaneously
Core Capabilities
- Exceptional organization and attention to detail—you’re the person who catches what others miss
- Clear, confident communicator who can distill complexity into simple status updates
- Critical thinker who anticipates problems before they become blockers
- Comfortable managing ambiguity and shifting priorities without losing momentum
Technical Capabilities
- Proficiency with spreadsheet tools (Excel or Google Sheets)
- Comfort working with documentation tools (Word or Google Docs)
- Hands-on experience with project management tools—we use Smartsheet day-to-day, and familiarity with Asana, Jira, Monday, ClickUp, Wrike, or similar is a plus
Why Operatic Agency::
Competitive compensation and benefits.
This role offers a salary of $55,000–$65,000 CAD commensurate with experience, plus a comprehensive benefits package including medical, dental, vision, life and disability insurance, and mental health support.
Meaningful, complex work.
You’ll lead projects across a diverse portfolio spanning pharma, healthcare, and consumer brands—with real creative and technical depth. Every project is different, and the work genuinely matters to the clients and audiences it reaches.
A team that holds a high bar—and supports each other in meeting it.
We’re proud of our culture: collaborative, accountable, and driven by a shared standard of excellence. We recognize great work and celebrate the people behind it.
Real investment in your growth.
We offer mentorship, access to industry tools and training, and advancement pathways. You’ll be supported by senior leadership who want to develop you, not just deploy you.
Hybrid flexibility.
Our head office is based in Hamilton, Ontario, and we operate on a hybrid model: 2 days per week in the office, with the remainder remote. You’ll have a collaborative home base with room to focus on your own terms.
Operatic Agency values inclusion and access for all applicants and employees. Should you require accommodation to participate in the application and interview process, please let us know. Only those selected for the next steps will be contacted.
