We are hiring: Administrative Coordinator

Join our team at Nanaimo Foundation! We’re excited to announce that we’re hiring an Administrative Coordinator to support our mission. If you’re passionate about making a difference and have excellent organizational skills, this could be the perfect opportunity for you. Apply now and be part of a dynamic team dedicated to creating positive change in Nanaimo, Ladysmith, Cedar, Gabriola Island, and Lantzville. See below for more information:

Nanaimo Foundation inspires gifts of energy, ideas, time, and money to address local needs and make lasting impacts in our community. We are the community foundation of Nanaimo, Ladysmith, Cedar, Gabriola Island and Lantzville. We are connected to our communities and strategically support local charities. At Nanaimo Foundation, we simplify and enhance charitable giving and work with generous donors to build permanent legacies to do good now and in the future.


Reporting to the Board Chair, the Administrative Coordinator is responsible for providing administrative support to the Board Chair, Director of Philanthropy and Executive Team as well as the Board of Directors generally. This position is required to perform a wide range of administrative and general support duties of a highly responsible and confidential nature. This requires a high level of tact, integrity, and confidentiality due to the frequency of senior-level internal and external contacts and regular exposure to matters of confidential nature. The incumbent coordinates and prepares for meetings and events, researches and summarizes issues, prepares, and updates documents and correspondence, manages calendars, and liaises with internal and external stakeholders in a timely and professional manner.


Below is a partial list of Key Responsibilities.

The Administrative Coordinator delivers a wide range of professional administrative duties and relatively complex administrative, research and coordination.

  • Provides confidential executive administrative support to the Board Chair, Director of Philanthropy and Executive Team as well as the Board of Directors generally.
  • Supports the Executive, Investment, and Governance Committees.
  • Anticipates daily needs, organizes, and compiles accurate briefing materials and ensures security of confidential documents and information.
  • Arranges appointments, receives and responds to or directs telephone and public inquiries, and assists with calendar management as needed.
  • Anticipates information needs and prepares, formats, and compiles reports and correspondence.
  • Organizes management meetings, prepares agendas, and tracks action items for follow-up.
  • Manages the office and coordinates with the bookkeeper.
  • Performs records management for the executive team.
  • Assists with updates to the website and SharePoint portal.
  • Assists with special projects and initiatives.
  • Performs any other department backup functions and other related duties as assigned or required from time to time.


  • Ability to exercise mature judgement regarding confidential and sensitive information.
  • Highly organized with a high degree of attention to detail.
  • Ability to multi-task.
  • Excellent written and verbal communication skills.
  • Excellent interpersonal skills.
  • Efficient.
  • Team-oriented worker and ability to work independently.
  • Ability to maintain a high level of accuracy.
  • Strong computer knowledge.



  • Undergraduate degree or diploma in Public/Business Administration or related field.


  • Minimum three years of directly related experience.

The ideal candidate will have:

  • An undergraduate degree or diploma in Public/Business Administration or related field.
  • Ability to establish and maintain effective working relationships with other staff, the Board of Directors, Committee Members, fundholders, general public, government agencies, and other user groups.
  • Demonstrated strong and up to date computer/data entry skills, including Microsoft Office applications (Word, Excel, Outlook) with experience writing macros.
  • Effective organizational skills and the ability to prepare and maintain records, reports, correspondence and other materials.
  • Excellent written and oral communication skills.
  • Ability to work with minimal or no supervision and exercise independent judgment and a high degree of confidentiality.
  • Good working knowledge of the local community.

This role allows for a flexible working arrangement, and Nanaimo Foundation encourages employees to create schedules that suit both their preferences and the organization’s requirements. It is a permanent part time (30 hours a week) position with a starting salary range of $50,000 to $55,000 per year, with extended benefits and three weeks’ vacation per calendar year. The selected candidate will still be actively engaged in organizing and hosting meetings in Nanaimo.

In order to apply, please submit a resume and cover letter to [email protected].