Administrative Coordinator

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

Job summary

Redeemer University is seeking a detailed-oriented Administrative Coordinator to provide high-level administrative, operational, and project support to the Office of the President and the AVP, External Relations. The role acts as a liaison across departments, handling executive calendar management, donor data tracking, event planning, and communications with external stakeholders.

The position is full-time, with potential 3–5 days/week scheduling, and reports to the Manager, President's Office.

Qualifications

• Bachelor's Degree or Diploma in Office Administration, with certifications such as CAP/CEAP/MOS/CAPM (preferred)
• 3+ years of administrative support experience, ideally supporting executive roles
• Experience in high-volume advancement/external relations environments preferred

Responsibilities

• Calendar & Meeting Coordination: manage complex executive schedules and prepare meetings/minutes
• Donor caseload & membership coordination: maintain donor profiles, proposals, impact reports
• Event coordination: plan and execute external events and manage on-site logistics
• External communications & marketing coordination: review and draft executive communications, scripts, and stakeholder materials
• Expense management & accounts payable: prepare and submit expense reports and assist with budgets

Job description

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.

For more than 40 years, Redeemer University has stood out across Canada for its commitment to a Christian undergraduate liberal arts and sciences education that develops the whole person. Rooted in a Reformed biblical worldview, and including a diverse community representing over 50 Christian denominations, Redeemer seeks to answer the fundamental questions about where we fit into God's story while it prepares students to reflect the love of Jesus Christ in every career and calling. A rigorous academic program with an interdisciplinary core is supported by a vibrant community characterized by caring discipleship. The result is an enriching and transformational educational experience integrating faith, learning andservice.

Full-time, Open until filled, Starts: ASAP

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.

Position Type: New Position

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

Responsibilities:

The responsibilities of the successful candidate will include, but are not necessarily limited to:

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.
• 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.