Administrative Coordinator

The Organization 

The Edmonton Community Foundation (ECF) is committed to building a vibrant city and enriching the lives of all Edmontonians. We do this by providing over $35 million in grants and student awards each year, thanks to the generous support of thousands of donors. As the largest non-governmental funder of the charitable sector in our City, ECF is in a unique position to address long-term, complex community needs by working with donors, charities, volunteers, government and community partners.

ECF also contributes to our community through our Social Enterprise Fund and by supporting the work of the Edmonton Community Development Company.

The Opportunity

Reporting to the Executive Director, SEF & ECDC, the Administrative Coordinator provides comprehensive administrative and operational support to both the Edmonton Community Development Corporation (ECDC) and the Social Enterprise Fund (SEF). This role plays a key part in supporting day-to-day operations by coordinating meetings, preparing agendas, meeting materials, and minutes for boards and committees; and managing schedules, calendars, and logistics.

The Administrative Coordinator also maintains accurate records, databases, and filing systems; supports documentation and reporting related to SEF’s financing activities and ECDC’s community development projects; and ensures information is organized, up to date, and accessible. With a strong focus on detail, coordination, and follow-through, this role helps ensure the smooth functioning of internal processes and effective collaboration across teams.

Key Roles & Responsibilities:

Administrative Support and Records Management

• Provide day-to-day administrative support to SEF and ECDC, including managing calendars, scheduling meetings and room bookings, coordinating occasional travel, and maintaining accurate corporate records and organizational files.
• Prepare, review, and distribute general correspondence, ensuring clear, professional communication internally and externally.
• Maintain organized digital records and tracking systems (e.g., Microsoft 365/SharePoint, databases) to keep information on investments, grants, projects, and properties current and easily accessible.
• Support the management of legal and corporate documents, ensuring they are up to date and readily available to relevant stakeholders.

Communication, Meeting and Events Coordination

• Coordinate and support internal and external meetings, board meetings, community sessions, and events, including scheduling, invitations, logistics, materials, and follow-up.
• Record and distribute clear meeting notes, capturing discussion points, decisions and actions items.
• Monitor shared inboxes and website inquiries, responding or routing questions to ensure timely, clear communication across SEF, ECDC, and ECF.

Project and Process Coordination

•  Track project deadlines, deliverables, and action items across SEF and ECDC, helping coordinate tasks and follow-up across the team.
• Assist in preparing, organizing, and maintaining key documents, including correspondence, policies, procedures, presentations, applications, spreadsheets, and reports, ensuring they are accurate, up to date, and easily accessible.
• Support ongoing improvement of administrative processes, templates, and workflows to enhance efficiency.

Financing, Investment & Community Development Administration

• Collect, organize, and manage financing applicant documentation, supporting due diligence and the assembly and formatting of investment memos and related materials.
• Track the status of financing applications, investee relationships, and portfolio activity, monitoring key dates, decision timelines, reporting requirements, and check-ins.
• Maintain and update investment and project tracking tools (e.g., spreadsheets and databases) related to portfolio performance, partners, commitments, and key milestones.
• Provide administrative support for ECDC community development and land-based projects, including maintaining property-related records and project documentation.

The Ideal Candidate

As the ideal candidate, you will possess the following qualifications:

• A university degree combined with 2-3 years of directly related experience in administrative, program or operational support roles; equivalent combinations of related post-secondary education and directly related work experience will be considered.
• Strong proficiency in Microsoft 365, particularly Teams, SharePoint, Outlook, Word, and Excel; experience with workflow/automation applications (e.g. Power Automate) is an asset.
• Experience and proficiency in using customer relationship management (CRM) systems and associated databases/applications.
• Advanced skills in preparing high-quality reports, documents and correspondence ensuring clarity, accuracy, and professional presentation for a variety of audiences.
• Strong interpersonal, verbal, and written communication skills, with a friendly, professional, and service-oriented approach to working with a diverse range of people.

Additional requirements include:

• Superior organizational skills with ability to prioritize and manage multiple tasks and deadlines.
• Strong analytical and problem-solving skills with keen attention to detail.
• Understanding of finance related documentation (e.g. financial reports) and demonstrated skill in using financial tools (e.g. spreadsheets).
• A strong aptitude for quickly mastering new tools and concepts.
• High degree of initiative and ability to work effectively as part of a team and independently with little supervision.
• Ability to navigate ambiguity and shifting circumstances, adapting approaches, timelines, or strategies as needed.
• Familiarity with board or committee governance processes, including minute-taking and organizing board packages is preferred.
• Some flexibility to work occasional evenings or weekends as required for meetings or events.
• Experience managing legal documentation, including contracts, loan agreements, purchase and sale agreements, and corporate records is an asset.
• Experience in impact investing, finance, housing, real estate, property management, evaluations, or the non-profit sector is an asset.

What we Offer

We value diversity, equity, and inclusion and welcome candidates of all backgrounds to apply. We also offer a competitive salary and benefits package, professional development opportunities and a supportive work environment including:

• Salary Range: $55,250 – $65,000/year
• A 35-hour standard work week.
• Extended Health, Dental and Short/Long Term Disability Benefits, Life Insurance and a Health Spending Account.
• A 9% contribution to our group RRSP.
• Due to nature of this position, the successful candidate will be expected to work primarily in the office. However, occasion remote work will be considered.
• Vacation starts at three weeks per year.
• 12 combined personal and sick days.

How to Apply

Please submit your application – including both a resume and cover letter – in PDF format to jobs@ecf.ca.

This position will remain open until a suitable candidate is found, review of applications will begin January 23, 2026. Apply now to get the jump on a new career!

ECF is committed to building a team that reflects the diversity of our community and creating an environment where everyone feels valued, respected, and supported to thrive. We encourage applications from individuals of all backgrounds, including Indigenous peoples, racialized persons, persons with disabilities, women, and members of the 2SLGBTQIA+ community.