Finance and Administration Coordinator

Position Title: Finance and Admin Coordinator

Reports to: Director of Finance & Administration, National Gallery of Canada Foundation

Location: Ottawa, Ontario

About the Role

Reporting to the Director of Finance and working closely with the Manager of the Executive Office, the Finance and Admin Coordinator plays a key role in ensuring accurate and timely bookkeeping and provides seamless administrative support to the National Gallery of Canada Foundation team.

About the National Gallery of Canada Foundation

Join our team The National Gallery of Canada Foundation is a dynamic, mission-driven charitable organization that raises funds to support the National Gallery of Canada's world-class collection, exhibitions, and programs. The Foundation operates with the spirit of a small but mighty team: collaborative, creative, and deeply committed to fostering generosity in support of the arts. We take pride in our inclusive and collegial culture, where every team member's ideas and contributions are valued, and where relationships with donors, colleagues, and partners are at the heart of everything we do.

Main Duties

Bookkeeping and Accounting

• Assist in daily bookkeeping, cheque deposits and tracking expenses
• Reconcile the bank account and credit cards monthly
• Initiate payments to Vendors on a weekly basis or as the need arises
• Assist in providing input for the preparation of monthly management accounts
• Prepare CEO's visa and expense reports

·       Post transactions on accounting software for review by the Director of Finance

·       Assist the Director of Finance during External Audit and preparation of Fund Summary Reports on various Endowments

·       Support in month-end activities as well as prepayments tracking

Executive & Administrative Support

• Print documents and materials as required for the CEO
• Calendar management for Sub-Committee, Committee, and Board meetings
• Book and manage travel arrangements on behalf of the CEO under the guidance of the Manager, Executive Office
• Support the Manager, Executive Office in triaging requests, organizing incoming correspondence, and sharing relevant information in a timely manner

Board & Committee Support

• Assist in preparing and compiling documents and meeting materials for Committee and Board meetings
• Support Manager, Executive Office with organizing in-person Board meetings and Strategic Retreat; tasks may include but are not limited to printing Board packages, coordinating with vendors, arranging and updating hotel reservations, and providing in-meeting support
• Maintain accurate Board of Directors listing on the Foundation website
• Track meeting agendas, action items, and take notes at staff, Committee, or Board meetings at the invitation of the CEO or Manager, Executive Office
• Monitor deadlines for Board deliverables and escalate items requiring CEO attention

Liaison & Coordination

• Liaise with Gallery staff and external partners to arrange meetings, visits, and events
• Support the Manager, Executive Office in coordinating NGCF CEO's meetings with the NGC Director & CEO, C4, and Chair-Vice Chair meetings
• Coordinate logistics for donor and stakeholder meetings, including event materials, briefing packages, and follow-ups

Other Duties

• Maintain organized digital and physical filing systems for the Foundation
• Ensure all relevant documents, presentations, and contracts are uploaded to SharePoint or other organizational platforms in a timely manner
• Collect donor payment information and process credit card transactions
• Prepare donor bios for CEO briefings and gift contracts and file appropriately
• Support Director of Finance by providing supporting financial documents as needed (gift contracts, thank-you letters, receipts)
• Support with internal communications as needed

Skills and Experience

• Education:
  A bachelor's degree in finance, Accounting, Business Administration & Management, or a related discipline is preferred.
• Experience:
  Minimum of 3 years prior experience in finance or administrative roles is preferred, with a good understanding of financial principles, practices, and procedures.
• Technical Proficiency:
  Strong working knowledge of financial software applications and tools (Quick Books), along with proficiency in the Microsoft Office Suite (Excel, Word, PowerPoint).
• Analytical Ability:
  Excellent analytical and problem-solving skills, with the ability to interpret financial data, identify trends, and support sound decision-making.
• Communication Skills:
  Exceptional verbal and written communication abilities.
• Attention to Detail:
  Demonstrated accuracy and precision in financial reporting, data management, and record-keeping.
• High degree of
  professionalism
  and desire to work collaboratively within our team.

Work Schedule and Details

·       Hybrid work schedule, with a minimum of three days per week in the Ottawa office.

·       Occasional evening and weekend work required for donor events or travel.

·       The incumbent is required to live and work in Ottawa, Canada.

·       Available to work Monday–Friday, 9 a.m. to 5 p.m. (schedules may change based on operational/event needs).

·       Eligible for the Foundation's comprehensive benefits and paid leave programs.

What We Will Provide

·       Salary between $58,000 to $66,000 per year

·       Benefit Plan, including Health and Dental Benefits

·       Paid Sick Time, Vacation and Personal Leave

Summary

The National Gallery of Canada Foundation is committed to responsible fiduciary oversight and seamless office administration. The Finance and Admin Coordinator will help ensure appropriate segregation of finance-related duties by meeting requirements for internal controls. The incumbent will directly contribute to strengthening the Foundation's daily operations through financial and administrative support. This is a one-year term position.

Condition of Employment

Secret Security Clearance is a requirement – this factor is not used at the pre-selection stage. Eligibility to work in Canada is mandatory

Application Information:

If this opportunity to work with an exciting, growing, national non-profit appeals to you, please apply with your resume to

This posting will remain open until 
end of day November 7
th
, 2025.

We look forward to hearing from and connecting with you