Administrative Coordinator

6 months ago

Nanaimo, Canada Nanaimo Community Foundation Full time

***

Reporting to the Board Chair, the Administrative Coordinator is responsible for providing administrative support to the Board Chair, Director of Philanthropy and Executive Team as well as the Board of Directors generally. This position is required to perform a wide range of administrative and general support duties of a highly responsible and confidential nature. This requires a high level of tact, integrity, and confidentiality due to the frequency of senior-level internal and external contacts and regular exposure to matters of confidential nature. The incumbent coordinates and prepares for meetings and events, researches and summarizes issues, prepares, and updates documents and correspondence, manages calendars, and liaises with internal and external stakeholders in a timely and professional manner.

**KEY RESPONSIBILITIES**

Below is a partial list of Key Responsibilities.

The Administrative Coordinator delivers a wide range of professional administrative duties and relatively complex administrative, research and coordination.
- Provides confidential executive administrative support to the Board Chair, Director of Philanthropy and Executive Team as well as the Board of Directors generally.
- Supports the Executive, Investment, and Governance Committees.
- Anticipates daily needs, organizes, and compiles accurate briefing materials and ensures security of confidential documents and information.
- Arranges appointments, receives and responds to or directs telephone and public inquiries, and assists with calendar management as needed.
- Anticipates information needs and prepares, formats, and compiles reports and correspondence.
- Organizes management meetings, prepares agendas, and tracks action items for follow-up.
- Manages the office and coordinates with the bookkeeper.
- Performs records management for the executive team.
- Assists with updates to the website and SharePoint portal.
- Assists with special projects and initiatives.
- Performs any other department backup functions and other related duties as assigned or required from time to time.

**CORE COMPETENCIES REQUIRED FOR THIS ROLE**
- Ability to exercise mature judgement regarding confidential and sensitive information.
- Highly organized with a high degree of attention to detail.
- Ability to multi-task.
- Excellent written and verbal communication skills.
- Excellent interpersonal skills.
- Efficient.
- Team-oriented worker and ability to work independently.
- Ability to maintain a high level of accuracy.
- Strong computer knowledge.

**QUALIFICATION REQUIREMENTS**

**Education**:

- Undergraduate degree or diploma in Public/Business Administration or related field.

**Experience**:

- Minimum three years of directly related experience.
- An undergraduate degree or diploma in Public/Business Administration or related field.
- Ability to establish and maintain effective working relationships with other staff, the Board of Directors, Committee Members, fundholders, general public, government agencies, and other user groups.
- Effective organizational skills and the ability to prepare and maintain records, reports, correspondence and other materials.
- Excellent written and oral communication skills.
- Ability to work with mínimal or no supervision and exercise independent judgment and a high degree of confidentiality.
- Good working knowledge of the local community.

**Job Types**: Part-time, Permanent

**Salary**: $50,000.00-$55,000.00 per year

Expected hours: 30 per week

**Benefits**:

- Dental care
- Extended health care
- Flexible schedule
- On-site parking
- Paid time off
- Work from home

Flexible Language Requirement:

- French not required

Work Location: Hybrid remote in Nanaimo, BC V9R 5G6

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