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Reports to: Executive Director
Employment Type: Part-Time, Contract until March 31, 2027 with possibility of renewal.
Location: Hybrid

Position Summary

The Administrative Coordinator plays an important role in supporting the effective day-to-day operations of the organization. This position provides administrative and organizational support to leadership and the broader team, coordinates office activities, maintains records and systems, and helps ensure information and priorities move smoothly across the organization.

The ideal candidate is highly organized, dependable, resourceful,and comfortable managing multiple priorities. They combine strong attention todetail with excellent communication skills and take pride in creating systemsand processes that help others work effectively.

Key Responsibilities

Administrative & Executive Support

·        Provide administrative support to the CEO/Executive Director and other members of the team.

·        Coordinate calendars, meetings,appointments, and scheduling as required.

·        Assist with correspondence and general inquiries on behalf of the organization.

·        Handle confidential and sensitive information with professionalism and discretion.

Office & Organizational Coordination

·        Support the efficient day-to-day operation of the office and administrative functions.

·        Maintain organized electronic and physical filing systems.

·        Coordinate office supplies,equipment, vendors, and service providers.

·        Maintain organizational calendars, contact lists, directories, templates, and administrative resources.

·        Support the development and improvement of administrative procedures and internal systems.

·        Identify opportunities to streamline processes and improve organizational efficiency.

Financial & Record-Keeping Support

·        Assist with invoice processing, expense reports, purchase documentation, and basic financial administration.

·        Maintain accurate administrative and financial records in coordination with accounting or finance personnel.

·        Support documentation required for budgets, reporting, audits, funding agreements, or other organizational requirements.

·        Coordinate purchasing and maintain appropriate supporting documentation.

Event Support

·        Provide planning and administrative support fororganizational events, workshops, networking activities, community initiatives,and special projects.

·        Coordinate event logistics, including registrations,invitations, catering, equipment, signage, materials, and schedules.

·        Maintain event registration and attendee informationand respond to participant inquiries.

·        Assist with event communications and promotionalactivities.

·        Provide on-site event support, including setup,registration, participant coordination, and troubleshooting.

·        Support post-event activities, including follow-upcommunications, participant feedback, expense reconciliation, and eventreporting.

·        Maintain event calendars and help ensure keymilestones and deadlines are met.

Social Media & Communications Support

·        Support the organization's social media presenceacross relevant platforms.

·        Assist with developing, scheduling, and publishingsocial media content.

·        Coordinate social media content related toorganizational programs, events, announcements, partnerships, and communityactivities.

·        Assist with capturing and organizing photos, videos,stories, and other content from organizational activities and events.

Meetings & Governance Support

·        Coordinate internal and external meetings, workshops, events, and organizational activities.

·        Manage meeting logistics, including scheduling, invitations, facilities, catering, technology, and materials.

·        Provide administrative support for Board and committee meetings as required.

·        Maintain meeting records, resolutions, policies, governance documents, and other organizational records.

·        Track action items and follow up with responsible team members.

Team & Project Support

·        Provide administrative support for organizational projects, programs, and initiatives.

·        Assist with project schedules, documentation, tracking, and reporting.

·        Coordinate information and documentation between staff, partners, vendors, and other stakeholders.

·        Help onboard new employees by coordinating administrative requirements, equipment, documentation, and orientation activities.

·        Support staff events, trainingsessions, and team activities.

Communications & Stakeholder Support

·        Serve as a professional and welcoming first point of contact for general inquiries.

·        Draft and proofread correspondence, reports, presentations, and other materials.

·        Maintain stakeholder, partner, client, or community contact information.

·        Assist with newsletters, website updates, social media, or other organizational communications where appropriate.

·        Support positive relationships with community partners, stakeholders, and service providers.

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Qualifications

·        Post-secondary education in business administration, office administration, communications, or a related field, or an equivalent combination of education and experience.

·        2–5 years of experience in anadministrative, office coordination, executive support, or similar role.

·        Strong organizational and time-management skills with the ability to manage multiple priorities.

·        Excellent written and verbal communication skills.

·        Strong attention to detail and commitment to accuracy.

·        Demonstrated professionalism, discretion, and sound judgment.

·        Strong proficiency with Microsoft 365 or Google Workspace and the ability to learn new technology and systems.

·        Experience coordinating meetings, events, projects, or executive schedules is an asset.

·        Experience working in a small organization, nonprofit, economic development, community organization, or entrepreneurial environment is an asset.

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Core Competencies

‍Organization & Planning – Creates structure, manages competing priorities, and follows through on commitments.

Initiative – Identifies what needs to be done and takes appropriate action without requiring constant direction.

Communication – Communicates clearly, professionally, and respectfully with colleagues and external stakeholders.

Attention to Detail – Produces accurate,complete, and high-quality work.

Adaptability – Works effectively in an environment where priorities and requirements may change.

Collaboration – Builds positive working relationships and contributes to a supportive team environment.

Confidentiality & Judgment – Handles sensitive information appropriately and demonstrates good judgment.

Service Orientation – Approaches colleagues, partners, and stakeholders with responsiveness and a desire to help.

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What Success Looks Like

Success in this role means the organization operates more smoothly because of your work. Meetings are well organized, information is easy to find, deadlines and follow-ups are tracked, administrative processes are reliable, and team members can focus more of their time on their core responsibilities.

The Administrative Coordinator is someone the team can depend on to bring organization, consistency, professionalism, and follow-through to the organization’s day-to-day operations.

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