Coordinator, Managing Director’s Office

Federation of Canadian Municipalities; Ottawa; Hybrid; CAD 57,000 - 64,000; Full time

Job summary

The Federation of Canadian Municipalities is seeking a Coordinator for the Managing Director’s Office in Ottawa. This permanent, full-time role offers the opportunity to provide senior administrative support in a dynamic environment while contributing to sustainable initiatives across Canadian municipalities. The successful candidate will embody the organization’s commitments to equity, diversity, and inclusivity.

Benefits

Summer hours

Office facilities in ByWard Market

Flexible work arrangements

Commitment to employee development

Competitive range of employee benefits

Qualifications

• Minimum of 7 years of progressively senior experience in administrative services.
• Proficient in Windows OS and MS Office suite programs.
• Experience monitoring expenditures and budget tracking.

Responsibilities

• Providing comprehensive and efficient senior-level administrative support.
• Coordinating complex meeting and event logistics.
• Developing and managing high-level contacts and communications.

Skills

Administrative services

Project management

Relationship building

Confidentiality

Education

Post-secondary education in business administration or related discipline

Tools

MS Office suite

MS Teams

Adobe PDF

Asana

Zoom

Power Bi

Job description

Join to apply for the Coordinator, Managing Director’s Office role at Federation of Canadian Municipalities

15 hours ago Be among the first 25 applicants

Join to apply for the Coordinator, Managing Director’s Office role at Federation of Canadian Municipalities

Get AI-powered advice on this job and more exclusive features.

Position Coordinator, Managing Director’s Office Department Growth & Development - Green Municipal Fund (GMF) Classification Level 3 Salary Our salaries generally range from $57,348 - $63,945 and are based on qualifications and experience Languages English is required and French is an asset Term Permanent Full-Time Location Hybrid (Ottawa)

Background

At GMF, we empower our people to create change where it has the most impact – municipalities. GMF is a $1.6 billion permanent endowment from the Government of Canada, managed at arm's length, making it nimble and available for higher-risk, higher-impact initiatives. A further $530M investment into GMF to support the National Adaptation Strategy was announced in November 2022. Our team is committed to helping local governments switch to sustainable practices faster. GMF is the cornerstone program of the Federation of Canadian Municipalities (FCM).

Our unique mix of funding, resources, and training gives municipalities the tools they need to build resiliency — and create better lives for Canadians. Through GMF, municipalities have reduced carbon emissions; built better transportation assets; constructed efficient and resilient buildings; diverted waste from landfill; made previously unusable land available for development; and improved soil and water quality.

Major Purpose

The Coordinator, Managing Director’s Office (MDO) provides direct senior-level administrative and operational assistance to the MDO. The incumbent serves as an advisor, a convener, and knowledge specialist that contributes to the efficient running of MDO operations and as an extension the broader GMF and FCM operations. The incumbent maintains the highest level of confidentiality, professionalism and good judgement as well as manages their workload proactively and prioritizes tasks in a fast-paced corporate environment. The incumbent contributes to MDO/GMF/FCM’s reputation by professionally representing the team and building relationships through interactions with internal and external high-profile stakeholders and their teams.

The future of work at FCM includes FCM becoming an even more member-driven organization that balances the realization of its goals with a people-centred approach. The incumbent embodies FCM’s commitment to being a healthy, diverse, inclusive and anti-racist organization.

Key Responsibilities

Providing comprehensive and efficient senior-level administrative support to the MDO by:

• Managing calendars, daily schedules, and meeting agendas.
• Developing and managing high-level contacts, assessing changing priorities, and implementing plans and activities to improve the MDO’s communications and operations, coordinating services to support internal operations, as well as helping with communications, event, and materials production to support the MDO.
• Coordinating and supporting complex meeting and event logistics, taking strategic, senior-level, confidential meeting minutes, organizing up to ~200 person staff meetings/retreats, etc. for the MDO, GMF Leadership Team (GLT), GMF, and Growth and Development Departmental All Staff meetings.
• Coordinating procurement processes, prepares and tracks contracts throughout contract delivery, ensuring invoices are prepared and processed on time. Ensures FCM financial guidelines and any terms of contracts are respected and cross-checking with budget entries to ensure accuracy.
• Coordinating all travel, meeting, and conference logistics. Preparing relevant materials and tracks expenditures in relation to travel and meeting logistics. Verifying, coding, and processing expense claims, ensuring FCM financial guidelines and cross-checking with budget entries to ensure accuracy.
• Maintaining electronic filing for incoming correspondences (mail and email) to the MDO. As appropriate this includes responding to internal and external high-profile stakeholder meeting requests and preparing, reviewing and/or providing feedback on outgoing correspondence and documents.
• Optimizes organizational procedures to increase efficiency and productivity and acts as an advisor to help improve internal administrative processes.
  
  

Works As a Collaborative Member Of The MDO By

• Aligning their efforts with the MDO objectives by performing advanced administrative tasks that enable the MD to perform at a highly strategic level
• Coordinates team activities (scheduling of weekly/quarterly team meetings, planning retreats, coordination of team building activities, booking of rooms/venues, maintaining rolling agenda, note taking, file management, software subscriptions, etc.).
• Initiating, embracing and facilitating process improvements and proactively assisting in translating change.
• Documents standardized operating processes and develops training materials and other documents, as needed, to enable succession planning.
• Leads small sized inter-departmental and cross-departmental initiatives (design, coordination, and implementation)in collaboration with coworkers across the organization. Supports the MDO in designing and delivering larger inter-departmental and cross-departmental initiatives as directed by their supervisor and in collaboration with peers in other units.
• Provides leadership and guidance to the GMF Administrative Team by chairing and coordinating the GMF Administrative meetings and other admin team collaborations, moderating the MS Teams chat, and acting as the team’s representative. This includes providing support and advice; acting as a facilitator for challenges raised; coordinating professional development trainings; reviewing administrative policies and procedures; coordinating office supply ordering; and providing back up support, as required. Works with the GMF Administrative team to ensure appropriate integration, cohesion, efficiency and compliance with FCM/GMF’s administrative policies and procedures.
• Builds relationships with staff at all levels within the Growth & Development department, across the organization and with high-level external stakeholders
• Helps to build a highly inclusive culture
• Represents the MDO in various FCM working groups and committees related to their respective mandates
• Provides back-up support to the Strategic Management Partner as required.
• May be called upon to undertake initiatives, projects or other administrative duties as needed
  
  

Knowledge, Experience And Skills

• Post-secondary education in business administration, project management or a related discipline, or equivalent education and work experience.
• Minimum of 7 years of experience providing progressively senior experience in administrative services, project management and/or coordinating program activities.
• Knowledge of business support processes, tools and administrative management practices and procedures.
• Proficient in Windows OS and MS Office suite programs with advanced knowledge of MS Teams considered a strong asset.
• Knowledge of Adobe PDF, Asana, SharePoint, Zoom and Power Bi is considered an asset.
• Experience monitoring expenditures and/or budget tracking.
• Experience building relationships across multiple levels of an organization
  
  

Language Requirements

English is required, and French is an asset.

The benefits to joining the FCM team include summer hours (Fridays off between July 1st and Labour Day); office facilities located in the ByWard Market, FCM’s commitment to employee development and a competitive range of employee benefits and services. FCM encourages flexible work arrangements to support the wellbeing and productivity of employees.

The Federation of Canadian Municipalities is committed to fostering an organizational culture that embraces equity, diversity, inclusion and belonging, where individuals from diverse racial and ethnic identities, nationalities, social economic status, sexual orientation, gender identity/expression and physical and mental abilities can thrive and be fully engaged at their best level.

FCM welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.

The future of work at FCM includes a hybrid work model; therefore, this role will be a combination of virtual and on-site work. The successful candidate is required live within 80kms of downtown Ottawa and be authorized to work in Canada.

For additional information on this posting, or for further information on FCM, access our website at www.fcm.ca. Visit the careers section of our website to apply. The deadline for applications is June 24th, 2025, or until the position is filled.

We thank all candidates for their interest; however, we will only contact those selected for an interview. All the applications will be kept on file for six months following the hiring.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Non-profit Organizations

Referrals increase your chances of interviewing at Federation of Canadian Municipalities by 2x

Sign in to set job alerts for “Office Coordinator” roles.

Team Assistant, Casual, Eastern Champlain South: Cornwall, Winchester, Hawkesbury

Gatineau, Quebec, Canada CA$26.47-CA$34.31 2 days ago

Executive Assistant & Office Coordinator

Ottawa, Ontario, Canada CA$31.90-CA$34.65 2 weeks ago

Administrative Assistant 1, Champlain Regional MAiD Network

Medical Assistant/Medical Office Administrator

We’re unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI.