Coordinator, Managing Director’s Office

Green Municipal Fund; Ottawa; Hybrid; CAD 58,000 - 65,000; Full time

Benefits offered by this job

Flexible work arrangements

Fridays off in summer

Employee benefits

Modern office in Ottawa

Job summary

Green Municipal Fund (GMF) seeks a Coordinator for the Managing Director’s Office and LC3 National Office in Ottawa. This hybrid, full-time role focuses on coordinating meetings, documents, contracts, and travel while supporting senior executives and stakeholders.

The role requires post-secondary education in business administration or related field and at least 5 years of progressive administrative experience, with strong Excel/Power BI skills and bilingual English/French being a plus.

Qualifications

• Post-secondary education in business administration, project management or a related discipline, or equivalent education and work experience.
• Minimum of 5 years of experience providing progressively responsible experience in administrative services, project management and/or coordinating program activities.
• Experience dealing with senior executives and high-level stakeholders.
• Ability to maintain a consistent professional manner with both internal and external stakeholders and to always maintain confidentiality.
• Knowledge of business support processes, tools and administrative management practices and procedures.
• Excellent organizational skills in a fast-paced environment with conflicting priorities and tight deadlines.
• Strong communication skills and ability to work independently while building relationships across the organization.
• Ability to communicate in both official languages (English and French) is an asset.

Responsibilities

• Ensuring efficient team operations and timely flow of information to stakeholders.
• Coordinating and processing agendas, reports, and correspondence for MD’s Office and LC3 National Office.
• Coordinating procurement processes and tracking contracts and invoices.
• Coordinating travel, meetings and conference logistics for LC3 staff.
• Leading GMF Administrative Team meetings and providing guidance to staff.
• Providing back-up support to the MD and administrative assistant as needed.
• Supporting change management, process improvements and documentation.

Skills

Communication

Organizational skills

Confidentiality

Client/Executive interaction

Bilingual (EN/FR) asset

Education

Post-secondary education in business administration or related

Tools

MS Office

Excel

Power BI

OneNote

Adobe PDF

Asana

SharePoint

Zoom

MS Teams

Job description

Coordinator, Managing Director’s Office# Careers## Coordinator, Managing Director’s OfficeApply: Hybrid - Ottawa: Full time: Posted 2 Days Ago: JR100062**Who we are at GMF:**At the Green Municipal Fund (GMF), we create change where it matters most—in Canada’s municipalities. As the Federation of Canadian Municipalities’ flagship program and backed by a $2.4 billion endowment from the Government of Canada, GMF helps Canadian municipalities, big and small, invest in their future by supporting homegrown sustainability and resilience projects that work for Canadians by creating jobs, lowering costs, and strengthening local economies. Through our unique mix of funding, resources and training, GMF is enhancing the quality of life for people in Canada by accelerating a transformation to sustainable and resilient communities. Since 2000, GMF has invested over $1.6 billion in local projects helping communities avoid 2.9 million tonnes of greenhouse gas emissions, while also contributing $1.24 billion to the national GDP and creating more than 13,000 person-years of national employment. **About This Role:**Reporting to the Managing Director, the Coordinator, Managing Director's Office & Low Carbon Cities Canada provides coordination support to the Managing Director’s Office (MDO) and the Director, Low Carbon Cities Canada (LC3). Key responsibilities include (approximately 3.5 days/week or 75%) coordinating MDO meetings, implementing plans and activities to improve the Managing Director’s Office’s communications and operations, coordinating services to support internal operations, as well as helping with communications, event, and materials production to support the Managing Director’s Office. The balance of the week (approximately 1.5 days/week or 25%) is spent providing similar support services to the Director, LC3 and the LC3 National Office (NO).**What you'll be doing:**# **Key Responsibilities*** Works as a collaborative member of the GMF Managing Director’s Office (MDO) and the LC3 National Office (NO) by: + Ensuring efficient team operations. + Ensuring an effective system to bring forward documents and correspondence for a reply, agenda items for meetings, reports for comment and distribution. + As necessary/requested, preparing, reviewing and/or providing feedback on correspondence and documents. + Coordinating procurement processes, prepares and tracks contracts throughout contract delivery, ensuring invoices are prepared and processed on time. + Ensuring the timely flow of information relating to the MD’s portfolio; reviewing reports and disseminating information to stakeholders and the MDO. + Coordinating and project managing initiatives as directed by the Managing Director. + Understanding the operational and strategic needs of the MDO and providing solutions to the Managing Director for effectively and efficiently meeting those needs. + Initiating, embracing, and facilitating process improvements and proactively assisting in translating change.* Delivers, maintains, and stores files containing sensitive and confidential material, ensuring proper disposal of documents by following the FCM records management retention policy.* Coordinates meetings and events with direction from and to support the Managing Director. This may include coordination of agenda topics and speakers/presenters, minute-taking, tracking action items, preparing documents, maintaining rolling agendas, etc.* Coordinates all travel, meeting and conference logistics for LC3 staff. Prepares relevant materials and tracks expenditures in relation to travel and meeting logistics.* Ensures departmental compliance with FCM operational policies and procedures (e.g., travel, finance, people & culture) and brings variances to the attention of the Managing Director with proposed solutions.* Leads the GMF Administrative Team by chairing and coordinating the GMF Administrative meetings. This includes providing support and advice; coordinating trainings; reviewing administrative policies and procedures; and providing back-up support, as required.* Coordinates/provides centralized logistics for the department, as required (e.g., GMF staff attendance at the FCM Annual Conference).* Provides back-up support to Managing Director and the MDO administrative assistant as required.* May be called upon to undertake initiatives, projects or other administrative duties as needed.**Knowledge and Experience*** Post-secondary education in business administration, project management or a related discipline, or equivalent education and work experience.* Minimum of 5 years of experience providing progressively responsible experience in administrative services, project management and/or coordinating program activities* Experience dealing with senior executives and high-level stakeholders.* Ability to maintain a consistent professional manner with both internal and external stakeholders and to always maintain confidentiality.* 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 Excel and Power BI considered a strong asset.* Knowledge of OneNote, Adobe PDF, Asana, SharePoint, Zoom and MS Teams is considered an asset.* Experience monitoring expenditures and/or budget tracking.* Excellent organizational skills as well as ability to carry out multiple tasks simultaneously and set priorities in a fast-paced environment with conflicting priorities and tight deadlines.* Strong communication skills and ability to work independently as well as build relationships across the organization.* Anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.* Work collaboratively with the other members of the team to reach common goals while maintaining a growth mindset.* Strong attention to detail and accuracy.* Ability to work independently with limited oversight and guidance.* Experience providing guidance to other employees.* The ability to communicate and work in both official languages (written and spoken fluency in both English and French) is an asset. Exceptional English writing skills considered a strong asset.**Additional Information** * This posting is for an existing position* This posting is for a fixed-term temporary contract**Salary Range:** $58,495.00 - $65,224.00 **What we offer:**We offer a flexible work model grounded in accountability, collaboration, and delivering results. It is designed to support both performance and well‐being. While work is primarily virtual, occasional travel to our Head Office in Ottawa is expected. The majority of the team is based in the National Capital Region. Where applicable, you may also have opportunities to travel across Canada to engage with the communities we support and better understand the impact of our work. **Employee experience and supports:**We are committed to creating an environment where people can do their best work while maintaining a healthy balance including:* Flexible work arrangements that support productivity and collaboration* Summer schedule (July 1 to Labour Day): + 7-hour workdays + Fridays off, aligned with team and operational needs* Ongoing commitment to employee development* Comprehensive range of employee benefits and services designed to support employee wellbeing and development. Please note: details and eligibility may vary depending on the role* Modern office space in Ottawa’s ByWard Market and downtown core We’re committed to fostering an organizational culture that embraces equity, diversity, inclusion and belonging, where individuals from diverse racial and ethnic identities, ages, nationalities, social economic status, sexual orientation, gender identity/expression and physical and mental abilities can thrive and be fully engaged at their best level. We welcome and encourage 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, unless otherwise specified, and be authorized to work in Canada. As part of our recruitment process, we use automated artificial intelligence tools to screen applicants. All AI-generated assessments are reviewed and validated by our People and Culture team. **In closing....**If this role speaks to you and the impact you want to make, we’d love to hear from you! We thank all candidates for their interest; however, only those selected to proceed to the next stage of the recruitment process will be contacted by a member of our People and Culture Team.