Our client, a well-established foundation located in the heart of Downtown Montreal, is seeking a full-time Executive Coordinator to join its small team.
The Foundation's mission is to promote, support and foster excellence and ethics in education, medicine, the arts, and the environment and climate change., by providing grants to charitable initiatives across Canada.
...
Working closely with the Executive Director, Director of Grants and Programs, and the Board of Directors, the Executive Coordinator plays a key role in ensuring the efficient day-to-day operations of the Foundation.
This position is responsible for a wide range of administrative, organizational, and office management functions in support of the Foundation’s philanthropic activities.
If this role Downtown Montreal interests you, please don't hesitate to apply!
Advantages
- Permanent, full-time position
- 100% in-person work
- Great, close-knit team
- Easy access to public transit (downtown Montreal)
- Competitive salary
Responsibilities
Core Responsibilities
Administrative & Office Management
• Perform administrative duties including but not limited to accounting, annual financial statements, annual budgets, mail, correspondence, office supplies, scheduling of meetings.
• Manage day-to-day office operations, including scheduling, supply procurement, mail handling, and maintaining a well-organized work environment.
• Serve as the first point of contact for internal and external inquiries; respond or redirect communications as appropriate.
• Organize and coordinate logistics for Board and committee meetings, including preparing and distributing agendas and materials, arranging venues or virtual links, and managing follow-ups.
• Maintain up-to-date organizational documentation, including governance records, committee lists, company registrar and Board of Directors information.
• Oversee document management systems and filing structures (both physical and digital), ensuring accuracy, confidentiality, and accessibility.
• Liaise with vendors and service providers for office needs (IT, supplies, maintenance, etc.).
• Provide general administrative support to senior leadership and Board members, including scheduling and correspondence.
• Any other related tasks required for the day to day functioning of the Foundation.
Meetings & Event Coordination
• Schedule and coordinate meetings with grantees
• Schedule and coordinate Advisory Committee meetings and managing the annual calendar for the Chairs.
• Coordinate meetings across the Chairs and manage Chair Clusters.
• Conduct follow-ups with Chairs (requesting annual reports, endowment reports, coordinate meetings with advancement offices, etc.).
• Coordinate and manage meetings and functions with other private foundations.
Grants & Program Support
• Support the administration of the Foundation’s annual granting cycle, including tracking and monitoring grants activity and drafting correspondence to grantees.
• Conduct initial reviews of grant applications and follow up with applicants as needed.
• Coordinate grant payment processes, including cheque requests, invoices, and wire transfers.
• Support site visits to current and potential grantee organizations as needed.
• Monitor and track requests, follow-up with organizations and send responses and correspondence.
Database & Records Management
• Manage the Foundation’s Salesforce database, including data entry, updating contact records, grant files, and generating reports for internal use.
• Ensure the accuracy and integrity of all data related to grants, stakeholders, and Foundation programs.
Qualifications
• Relevant Post-secondary training
• 3-5 years’ experience in administrative support and coordination
• Experience with philanthropic foundations, charitable organisations and/or universities is an asset but not necessary
• Excellent knowledge of both French and English are required for this position (both written and spoken)
• Proven experience in office management, executive support, or administrative coordination
• Advanced knowledge of MS Office, in particular Outlook, Word, Excel
• Experience using databases and Salesforce in particular is a strong asset
• Proficiency in accounting software
• Excellent inter-personal skills
• Attention to detail
• Accounting and budgeting skills
• Ability to meet deadlines and complete tasks in a timely manner
• Ability to work as a self-sufficient member of small team and to be pro-active and resourceful
• Takes initiative and is a team player
• Impeccable integrity, discretion, and confidentiality
Summary
Interested in this position?
Email us anytime at dorine.sportouch@randstad.ca.
If you know anyone interested in administrative support positions, please feel free to provide them with our contact information. We'd be happy to help!
For more information on this and all other currently available positions, visit www.randstad.ca.
We look forward to receiving your resume!
All resumes received will be reviewed equally.
Only selected candidates will be contacted.
Randstad Canada, 525 Viger Avenue West, Suite 501, Montreal, Quebec H2Z 0B3
Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.
Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.
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Our client, a well-established foundation located in the heart of Downtown Montreal, is seeking a full-time Executive Coordinator to join its small team.
The Foundation's mission is to promote, support and foster excellence and ethics in education, medicine, the arts, and the environment and climate change., by providing grants to charitable initiatives across Canada.
Working closely with the Executive Director, Director of Grants and Programs, and the Board of Directors, the Executive Coordinator plays a key role in ensuring the efficient day-to-day operations of the Foundation.
This position is responsible for a wide range of administrative, organizational, and office management functions in support of the Foundation’s philanthropic activities.
If this role Downtown Montreal interests you, please don't hesitate to apply!
Advantages
- Permanent, full-time position
- 100% in-person work
- Great, close-knit team
- Easy access to public transit (downtown Montreal)
- Competitive salary
Responsibilities
Core Responsibilities
Administrative & Office Management
...
• Perform administrative duties including but not limited to accounting, annual financial statements, annual budgets, mail, correspondence, office supplies, scheduling of meetings.
• Manage day-to-day office operations, including scheduling, supply procurement, mail handling, and maintaining a well-organized work environment.
• Serve as the first point of contact for internal and external inquiries; respond or redirect communications as appropriate.
• Organize and coordinate logistics for Board and committee meetings, including preparing and distributing agendas and materials, arranging venues or virtual links, and managing follow-ups.
• Maintain up-to-date organizational documentation, including governance records, committee lists, company registrar and Board of Directors information.
• Oversee document management systems and filing structures (both physical and digital), ensuring accuracy, confidentiality, and accessibility.
• Liaise with vendors and service providers for office needs (IT, supplies, maintenance, etc.).
• Provide general administrative support to senior leadership and Board members, including scheduling and correspondence.
• Any other related tasks required for the day to day functioning of the Foundation.
Meetings & Event Coordination
• Schedule and coordinate meetings with grantees
• Schedule and coordinate Advisory Committee meetings and managing the annual calendar for the Chairs.
• Coordinate meetings across the Chairs and manage Chair Clusters.
• Conduct follow-ups with Chairs (requesting annual reports, endowment reports, coordinate meetings with advancement offices, etc.).
• Coordinate and manage meetings and functions with other private foundations.
Grants & Program Support
• Support the administration of the Foundation’s annual granting cycle, including tracking and monitoring grants activity and drafting correspondence to grantees.
• Conduct initial reviews of grant applications and follow up with applicants as needed.
• Coordinate grant payment processes, including cheque requests, invoices, and wire transfers.
• Support site visits to current and potential grantee organizations as needed.
• Monitor and track requests, follow-up with organizations and send responses and correspondence.
Database & Records Management
• Manage the Foundation’s Salesforce database, including data entry, updating contact records, grant files, and generating reports for internal use.
• Ensure the accuracy and integrity of all data related to grants, stakeholders, and Foundation programs.
Qualifications
• Relevant Post-secondary training
• 3-5 years’ experience in administrative support and coordination
• Experience with philanthropic foundations, charitable organisations and/or universities is an asset but not necessary
• Excellent knowledge of both French and English are required for this position (both written and spoken)
• Proven experience in office management, executive support, or administrative coordination
• Advanced knowledge of MS Office, in particular Outlook, Word, Excel
• Experience using databases and Salesforce in particular is a strong asset
• Proficiency in accounting software
• Excellent inter-personal skills
• Attention to detail
• Accounting and budgeting skills
• Ability to meet deadlines and complete tasks in a timely manner
• Ability to work as a self-sufficient member of small team and to be pro-active and resourceful
• Takes initiative and is a team player
• Impeccable integrity, discretion, and confidentiality
Summary
Interested in this position?
Email us anytime at dorine.sportouch@randstad.ca.
If you know anyone interested in administrative support positions, please feel free to provide them with our contact information. We'd be happy to help!
For more information on this and all other currently available positions, visit www.randstad.ca.
We look forward to receiving your resume!
All resumes received will be reviewed equally.
Only selected candidates will be contacted.
Randstad Canada, 525 Viger Avenue West, Suite 501, Montreal, Quebec H2Z 0B3
Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.
Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.
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