Marketing & Development Coordinator

Children Believe Fund; Markham; Hybrid; CAD 42,000 - 55,000; Full time

Benefits offered by this job

Hybrid work arrangement

Flexible hours

Health and dental coverage

RRSP matching

Job summary

Children Believe is seeking a Marketing & Development (M&D) Coordinator to provide financial, administrative, operations, and project support across the M&D team. You will assist senior leaders and help ensure timely budgets, reporting, and CRM/process compliance.

The role involves coordinating meetings, travel, publication/design tasks, and onboarding new staff while maintaining confidential information. Hybrid work options are available.

Qualifications

• Completion of a post-secondary diploma.
• Minimum 2 years’ related work experience as an administrator/coordinator to management positions or equivalent related experience.
• Knowledge, experience and/or interest in creative, marketing, fundraising and communications processes is an asset.
• Strong organization and time management skills with attention to detail; ability to manage multiple assignments.
• Coordination of meeting preparations including organizing, equipment, setup, taking minutes and hosting external visitors.
• Exceptional skills in creative layout, design and formatting of presentations, using Canva and Adobe.
• Financial tracking of department-wide expenditures.
• Excellent interpersonal and business writing skills; ability to draft correspondence and reports.
• Experience managing confidential information and documents.
• Advanced MS Office skills; familiarity with intranet/SharePoint is an asset.

Responsibilities

• Process purchase orders and intern expenditures for the M&D team.
• Reconcile credit card statements and report on department expenses.
• Track SLT reports, Core Metrics, and KPI dashboards for M&D leadership.
• Lead M&D core processes: Intake, Project Code, Product Creation, Campaign and Activity.
• Provide SLT administrative support, meeting logistics, travel arrangements and minutes.
• Support CMDO calendar and confidential information handling.
• Lead team meetings and intranet site maintenance; support the M&D work plan.
• Assist in onboarding and integration of new M&D team members.
• Maintain filing systems and assist in budget preparation.
• Ensure compliance with policies and board resolutions.

Skills

Organization

Time management

Interpersonal skills

Communication

Meeting coordination

Presentation design

Budget tracking

MS Office

MS Project

SharePoint

SAGE

Concur

Canva

Adobe

Education

Post-secondary diploma

Tools

SAGE Intacct

Concur

MS Project

SharePoint

Canva

Adobe

Excel

Word

Outlook

Job description

Salary Range: $42,000.00 To $55,000.00 Annually

Transform Lives with Children Believe!

Join us to help break the barriers to education that steal children’s choices one by one until they have none. Together, we can foster an environment where education unlocks a world of choices, nurturing creativity, resilience, and hope for a better tomorrow. At Children Believe, we won’t stop until every child can dream fearlessly and grow up to live the life they choose to live.

Children Believe is currently recruiting for the following position:

The Marketing & Development (M&D) Coordinator reports to the Manager, Marketing & Development Operations, and provides financial, administrative, operations, and project management support across the Marketing & Development (M&D) team, including to the Chief Marketing and Development Officer and M&D Directors, helping the department achieve its organizational objectives. This position supports core M&D processes, Senior Leadership Team (SLT) reporting cycles, and meeting logistics across the M&D sub-departments. It provides technical and coordination expertise in meeting the requirements for fundraising and development, and provides back-up support to the Executive Coordinator.

This role includes, but not limited to:

• Process purchase orders (SAGE Intacct) for the M&D team as requested; when the team has interns, process their monthly expenditures, ensuring timely payment.
• Reconcile monthly credit card statements (FDC and CMDO cards) in Concur
• Report on department expenses as needed, supporting budget tracking and financial visibility for the M&D team

Operations Support

• Track completion of the SLT reports and send follow-ups
• Track completion of Core Metrics and Key Results
• Own completion of the M&D high-level metrics
• Support the production of KPI dashboards for M&D leadership

M&D Process Leadership

• Lead M&D core processes: Intake, Project Code, Product Creation, Campaign and Campaign Activity — ensuring questions are answered, approval/review timelines are met, approvals are completed, CRM entries are created, and the team is kept informed

SLT Administrative Support

• Attend and take notes at SLT monthly meetings and other meetings as needed
• Lead logistical support for M&D meetings, including booking rooms/equipment, hosting visitors, ordering food, prepping supplies/presentations and execute meeting minutes; support effective business flow through forward agenda planning and ensuring follow-up on action items from meetings.
• Coordinate travel arrangements and schedule for M&D, including security briefings, and risk documents for M&D
• Publication and design of the CMDO blog
• Support M&D departments in admin tasks when needed, based on team priorities

CMDO Executive Support

• Handle confidential information with discretion as required
• Support the CMDO's calendar by scheduling meetings, resolving conflicts, and helping maintain the rhythm of the office

Project Management

• Support the team in alignment meetings and task follow-up
• Lead the Bamboo and Project Managers weekly meetings
• Manage and lead intranet site maintenance for M&D
• Support the M&D Giving Season annual work plan and track progress

New Team Member Support

• Support the creation of orientation schedules in consultation with the hiring manager and People & Culture for new M&D employees
• Ensure new team members are added to meetings, Teams chats and channels, and are walked through the M&D SharePoint and intranet

General Office Administration

• Assist with annual budget preparation
• Assist in maintaining M&D policies and procedures
• Order office supplies for the department as needed
• Maintain an effective filing system for M&D
• Provide back-up support to the Executive Coordinator (CEO's office) e.g., logistics support for quarterly board meetings and the Annual General Meeting
• Ensure compliance of Board Resolutions

General

• Comply with all Children Believe policies and procedures
• Other related duties as assigned

The ideal candidate possesses:

Required

• Completion of a post-secondary diploma
• Minimum 2 years’ related work experience as an administrator/coordinator to management positions or equivalent related experience;
• Knowledge, experience and/or interest in creative, marketing, fundraising and communications processes is an asset;
• Strong organization and time management skills: excellent attention to detail; proactive in organizing projects and the ability to manage multiple assignments simultaneously;
• Coordination of meeting preparations including organizing, equipment, setup, taking minutes and hosting external visitors;
• Exceptional skills in creative layout, design and formatting of presentations, using tools such as Canva and Adobe;
• Financial tracking of department-wide expenditures;
• Strong research and analysis skills;
• Producing and generating user-friendly monthly KPI dashboard with charts, graphs, and so on;
• Excellent interpersonal skills including the ability to communicate internally and externally, network, collaborate, and build relationships effectively;
• Business writing skills and the ability to draft correspondence and reports;
• Experience managing confidential information and documents;
• Advanced computer skills, specifically in MS Office - Word, Excel, Outlook, PowerPoint and MS Project; experience using custom databases is an asset;
• Familiarity with intranet and SharePoint site maintenance and content management is an asset;
• Experience with accounting software (SAGE and Concur) is an asset;
• Experience using DocuSign and Teams Channels is an asset;
• Flexibility to work outside of regular business hours, as needed;
• Valid driver’s license and occasional availability of own vehicle for business use;
• Ability to speak and/or write in either French or Spanish will be considered an asset;
• Demonstrated commitment to Children Believe’s Vision, Mission and Values.
• Accountability for results; self-driven;
• Enthusiasm and proven ability to multi-task in a fast-paced environment with frequently changing demands and competing priorities;
• Confidentiality, sensitivity, diplomacy and tact;
• Demonstrate innovation in reviewing and applying new methods to the performance of work;
• Collaborative team player; service oriented attitude and behaviour;
• Commitment to continuous learning and improvement;
• “Yes we can!” positive approach to managing work.

Type: Hybrid

Our Hybrid Workplace Program is a flexible work arrangement that permits employees to work remotely while also occasionally being required to come into the Organization’s office. If approved to work from home as part of our Hybrid workplace program; the incumbent must be available to work from the Organization’s office from time to time as determined by the supervisor or as otherwise directed by the Organization.

Compensation

Between $42,000 - $55,000 annually based on experience.

We value our employees and offer a comprehensive benefits package to support your professional and personal growth:

• Competitive Compensation Package : We provide an attractive compensation package with clearly stated hiring ranges.
• Flexible Work Environment : Enjoy a flexible work environment, including hybrid work options, flexible hours, “No Meeting Mondays,” and the option to work up to 20 days out of province per year.
• Comprehensive Benefits Plan : Our group benefits plan includes health and dental coverage, an Employee and Family Assistance Program (EFAP), and RRSP matching up to 5%, starting from day one.
• Health Spending Account : Access to our $500 Healthcare Spending Account to top up expenses not covered in the benefits program
• Performance Incentives : Participate in our Pay for Performance Plan with up to 6% performance incentive pay.
• Professional Development : Benefit from 5 paid professional development days and experience professional growth through a variety of learning opportunities.
• Paid Time Off : Enjoy an annual Christmas closure, receive 2 float days, and have access to up to 10 sick day
• Generous Vacation Policy : Enjoy 3 weeks paid vacation with incremental increase every 5 years up to 6 weeks.
• Other Employee Perks : Take advantage of our Employee Discount Program and various other perks designed to enhance your overall well-being and work-life balance.

Application Process:

Applicants must be legally eligible to work in Canada.

Consistent with our Child Protection/Safe-Guarding Policy the successful candidate must receive clearance by a criminal record check.

Children Believe is committed to diversity in the workplace and is an equal opportunity employer.

Children Believe is committed to providing workplace accommodations. If you require an accommodation, inform us and we will work with you to meet your needs.

We thank all applicants for applying, however, only candidates selected for an interview will be contacted.

Please note that this posting is for an existing vacancy at Children Believe. All applications are reviewed by our hiring team and AI is not used to screen candidates.