Executive coordinator

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.

If this role Downtown Montreal interests you, please don't hesitate to apply!

Advantages
- Permanent, full-time position
- 100% in-person work
- Great, close-knit team
- Easy access to public transit (downtown Montreal)
- Competitive salary

Responsibilities
General and Office Administration
• 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.

Meetings Coordination
• 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.

Annual Gift Management
• 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.

Database Management (Salesforce)
• Enter and input data, update contacts, organizations, gifts, payments, etc.
• Plan and prepare a variety of reports generated by the Salesforce database as needed.

Qualifications
• 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); database experience is a significant asset
• 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
• Experience with philanthropic foundations, charities, and/or universities is a significant asset but not a prerequisite

Summary
Interested in this position?

Email us anytime at dorine.sportouch@randstad.ca.

If you know anyone interested in administrative support positions, please feel free to provide them with our contact information. We'd be happy to help!

For more information on this and all other currently available positions, visit www.randstad.ca.

We look forward to receiving your resume!

All resumes received will be reviewed equally.

Only selected candidates will be contacted.

Randstad Canada, 525 Viger Avenue West, Suite 501, Montreal, Quebec H2Z 0B3

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process. Read more