Administrative Coordinator Jobs

Randstad

Location:
Canada, Montreal

Category:
Office Administration

Contract Type:
Not provided

Salary:

65000.00 - 80000.00 CAD / Year

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Job Description:

Our downtown Montreal client, a well-established public foundation, is seeking a full-time Administrative Coordinator to join their small team. Founded in 1991, this organization's mission is to promote and support excellence and ethics in education, medicine, the arts, and environmental and climate change initiatives. With an annual giving budget of approximately $15 million, they have endowed over 50 research chairs and support more than 120 organizations across Canada each year. ... Working closely with the Executive Director, Director of Grants and Programs, and the Board of Directors, the Administrative Coordinator will be responsible for a wide range of administrative, office management, and daily accounting tasks. This role is a key point of contact for the foundation’s beneficiary organizations and partners.

Job Responsibility:

Perform administrative tasks (e.g., accounting, financial statements), manage budgets, mail and couriers, correspondence, office supplies, meeting scheduling, etc.
Organize Board of Directors meetings and all other meetings, and handle logistics (email invitations, printing and sending documents, etc.)
Ensure appropriate follow-ups with Foundation directors
Update annual forms (government, business registrar)
Act as a point of contact for internal and external partners and attend certain events
Support the President's Executive Assistant with the Foundation's accounting
Manage the timely implementation and content updates of the Foundation's website
Establish and maintain filing systems
Perform all other related duties as required
Plan and coordinate annual meetings with university advisory committees
manage the annual schedule of chairs and programs
Set up and coordinate groups of chairs working in the same field
Follow up with chairs (annual reports, endowment reports, meetings with the advancement office, etc.)
Attend the chairs' annual meetings and coordinate follow-ups
Coordinate and manage meetings and functions with other private foundations
Evaluate new gift/grant applications (research and analysis, including contacting other foundations) and review with the program manager to ensure an appropriate response
Monitor and respond to grant requests
Oversee and perform appropriate follow-ups for annual gifts with beneficiary organizations (correspondence, sending checks, annual reports, tax receipts, etc.)
Conduct on-site visits to current and potential organizations funded by the Foundation
Enter and input data, update contacts, organizations, gifts, payments, etc.
Plan and prepare a variety of reports generated by the Salesforce database as needed

Requirements:

Relevant post-secondary education
3 to 5 years of experience in administrative support and coordination
Experience in office management
Bilingual with excellent proficiency in both written and spoken French and English
Advanced knowledge of MS Office, including Outlook, Word, and Excel
Ability to learn database fundamentals (Salesforce)
Excellent interpersonal skills
Attention to detail
Knowledge of accounting and proficiency with accounting software
Ability to meet deadlines and complete tasks in a timely manner
Ability to work as an autonomous member of a small team where resourcefulness and flexibility are required
Unimpeachable integrity, discretion, and confidentiality

Nice to have:

Database experience is a significant asset
Experience with philanthropic foundations, charities, and/or universities is a significant asset but not a prerequisite

What we offer:

Permanent, full-time position
Great, close-knit team
Easy access to public transit (downtown Montreal)
Competitive salary

Additional Information:

Job Posted:
December 09, 2025

Expiration:
December 13, 2025

Employment Type:

Fulltime

Work Type:

On-site work

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Administrative Coordinator