Administrative Coordinator

Redeemer University; Hamilton; On-site; CAD 49,000 - 67,000; Full time

Job summary

Redeemer University is seeking a detail-oriented Administrative Coordinator to provide high-level administrative, operational, and project support to the Office of the President and the AVP, External Relations. You will coordinate complex calendars, manage donor data, plan events, and support external communications.

The role requires 3+ years of admin experience, proficiency with Blackbaud Raiser's Edge and Microsoft 365, and the ability to handle multiple deadlines with discretion.

Qualifications

• Bachelor’s Degree or Diploma in Office Administration.
• 3+ years of administrative support experience, preferably supporting executive roles.
• Experience in high-volume advancement/external relations environments.
• Certifications such as CAP, CEAP, MOS, or CAPM are a plus.

Responsibilities

• Coordinate executive calendars and manage meeting logistics.
• Maintain donor data, proposals, and stewardship communications.
• Plan and support external events and member activities.
• Draft correspondence and manage internal/external communications.
• Assist with administrative and financial processes.

Skills

Executive calendar management

Donor data tracking

Communication skills

Organizational skills

Event coordination

Education

Bachelor’s Degree or Diploma in Office Administration

CAP/CEAP/MOS/CAPM certifications

Tools

Blackbaud Raiser's Edge

Microsoft 365

Google Workspace

Job description

The Position:

Redeemer University is seeking a detailed-oriented and proactive Administrative Coordinator, to provide high-level administrative, operational, and project support to the Office of the President and the AVP, External Relations. This role serves as a key liaison across departments, playing a central role in executive calendar management, donor data tracking, event planning, and external stakeholder communications.

• Permanent Position, up to 100% FTE (this position may be scheduled 3 - 5 days/week, depending on the incumbent’s availability)
• Position Type: New Position

Responsibilities:

Calendar & Meeting Coordination (20%)

• Executive Scheduling: Coordinate complex meeting schedules for the President, President’s Office Manager, and AVP, External Relations to keep organizational priorities aligned.
• Meeting Preparation & Documentation: Prepare agendas, logistics, and pre-read materials for key meetings; serve as recording secretary to document decisions and action items.
• Institutional Calendar Management: Coordinate cross-functional data collection among the Registrar, President, and Academic offices to maintain and communicate institutional dates across the university.

Donor Caseload & Membership Coordination (15%)

• Database Management: Maintain up-to-date donor profiles in Blackbaud Raiser’s Edge, logging action items, updating contact info, and uploading essential records (proposals, gift agreements, impact reports).
• Stewardship & Fundraising Support: Draft, review, and deliver donor proposals, impact reports, and correspondence to support fundraising lifecycles and donor retention.
• Schedule & Goal Tracking: Maintain annual meeting schedules for donors and external consultants to monitor progress toward annual strategic targets.
• General Membership Renewal: Oversee the annual general membership renewal process, including reminder communications, website updates, payment tracking with Finance, and compliance with university bylaws.

Event Coordination (10%)

• Event Planning & Logistics: Support planning and execution for recurring and special external events (e.g., Annual General Membership Meeting, guest lectures, donor engagement events).
• On-Site Execution & Stakeholder Coordination: Facilitate cross-functional project meetings prior to events and deliver hands‑on, on‑site execution (requires occasional evening/weekend availability and access to a vehicle).
• Hospitality & Catering: Coordinate catering and hospitality with Campus Services; review post‑event vendor invoices for processing.

External Communications & Marketing Coordination (10%)

• Communications Logistics: Manage the review process for external communications originating from executive offices, collaborating closely with Marketing, Donor Relations, and Strategic Relations teams.
• Scriptwriting & Script Library: Draft scripts for internal/external speaking engagements for the President and maintain the central President's Office script library.
• Stakeholder Engagement: Facilitate daily stakeholder interactions via phone, email, mail, and in‑person; coordinate preparation of thank‑you calls and impact materials.

Administrative & Financial Support (5%)

• Expense Management: Prepare, log, and submit monthly and annual expense reports and receipts on behalf of the President and AVP, External Relations.
• Accounts Payable & Budget Support: Assist with invoice processing for institutional memberships and external partners; collaborate with leadership to monitor annual departmental budgets.

Preferred Skills and Attributes:

• Technical Skills: Proficiency with CRM systems (experience with Blackbaud Raiser’s Edge strongly preferred) and standard office productivity suites (Microsoft 365, Google Workspace).
• Communication Skills: Excellent written and verbal communication skills, with a track record of drafting executive‑level correspondence and meeting minutes.
• Organizational Skills: Exceptional attention to detail, strong time‑management ability, and proven success managing multiple competing deadlines.
• Travel & Schedule Flexibility: Ability to work occasional evenings and weekends for key events; access to a reliable personal vehicle is required.
• Mission Alignment: Commitment to the mission, values, and vision of Redeemer University.

Other Requirements:

• Understanding of Redeemer University (Mission, Values, and Reformed Christian identity)

Education/Training:

• Education: A Bachelor’s Degree or a Diploma in Office Administration, plus additional certifications, such as CAP, CEAP, MOS, or CAPM.
• Experience: 3+ years of administrative support experience, preferably supporting executive roles or working within high‑volume advancement/external relations environments.

Position Reports to: Manager, President’s Office

Salary Range: $49,264 -$67,244

Expiry Date: Applications will be reviewed upon submission in an effort to expedite the hiring process. Candidates are encouraged to submit applications as soon as possible.