Administrative Project Specialist

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We are seeking a highly skilled Administrative Coordinator who thrives in a fast-paced, autonomous work environment to join our forward-thinking, high-performing team. This central role is ideal for a detail oriented, organized not-for-profit administrative professional with strong technical expertise in online office tools, financial acumen and exceptional coordination and administrative skills. You will be the go-to superuser for setup and coordination of tools such as MS O365, including core office applications (Excel, Word, PowerPoint), our SharePoint site, MS Teams and MS VOIP. You will coordinate and execute on the planning and scheduling of CFEOs administrative activities and reporting, including improving data management systems and maintaining operational and governance procedures to ensure optimal compliance, organization, and efficiencies.

Coordinate the organization’s administrative activities and projects, ensuring timely completion and optimal execution.
Administer and optimize O365 and SharePoint tools for organizational workflows, document management, and team collaboration.
Maintain a vendors list and manage external service providers to support various operational needs, including insurance, IT services, marketing, controllership, benefits, training and suppliers.
Maintain and organize the company’s data, files, and access structures to ensure secure and efficient storage, supporting cybersecurity compliance and reporting.

Prepare high-quality board and committee agenda packages, take detailed minutes, track and follow up on board and committee action items.
Coordinate board and committee meeting bookings, ensuring timely planning and communications.
Administrative Coordination:
Create high-quality professional communications (emails, letters, PowerPoint presentations) for staff and board members, using MS O365 Suite (primarily Outlook, word, excel, and PowerPoint).
Exercise financial acumen to assist in monitoring and reviewing expenses for accuracy and assigning proper GL allocations, ensuring compliance to internal controls, providing insights on expenditures and risks and supporting organizational budget utilization.
Provide support in the coordination of member services activities such as investigating group purchasing and training opportunities for CFEO’s member offices and stakeholders.
Support event planning and logistics for CFEO-led initiatives, ensuring a professional and engaging experience for participants.
Act as a liaison for enquiries, providing excellent customer service to all stakeholders.

Post-secondary education in Business Administration, Office Administration, Not-for-Profit Management, or a related field (or equivalent combination of education and experience).
~2+ years of relevant experience in administrative support roles, ideally in a not-for-profit or member-based organization.
~ Proven experience supporting a Board of Directors, including preparing high-quality agendas, meeting minutes, and supporting governance-related activities.
~ Hands-on experience with general ledger structures, accounts payable/receivables, and basic budget tracking.
~ Knowledge of CANVA and aptitude in posting on social media is an asset.
~ Knowledge of Ontario not-for-profit standards, including the Ontario Not-for-Profit Corporations Act (ONCA), is an asset.
~ Bilingualism (English/French) is an asset.


Technical Proficiency : Advanced proficiency in Microsoft 365 (O365) Suite, particularly SharePoint, Teams, Word Processing Applications (Word, Excel, PowerPoint) and Outlook (superuser-level skills preferred); expertise with common online tools such as Adobe Acrobat, DocuSign, Doodle Poll, survey applications, CRMs, QuickBooks Online, and other similar platforms. Quick to learn and gain proficiency in new software and digital tools.
Expertise in organizing and optimizing digital data structures and workflows to improve operational efficiencies. Flexible and adaptable to changing priorities, with a commitment to continuous learning and improvement. Communication Skills : Exceptional English written and verbal communication skills, including the ability to create polished reports, presentations, and correspondence. Collaboration & Teamwork : Strong interpersonal skills and a collaborative approach to working with staff, contractors, and external service providers. Community Futures Eastern Ontario is committed to fostering an inclusive workplace. We believe diversity drives innovation and offer an equal opportunity workplace that welcomes people of all backgrounds, experiences, and perspectives to join our collaborative and engaging environment.

Job Type: Full-time, remote/hybrid, 4-day workweek