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].

Learn about Neighbourhood Small Grants at our Virtual Info Sessions!

Join us for a virtual Neighbourhood Small Grants Info Session! Discover how you can bring your community-building ideas to life with the support of Neighbourhood Small Grants.

Date: March 20th Time: 12:00pm or 4:00pm

During these sessions, we’ll provide a brief presentation outlining the Neighbourhood Small Grants program, its objectives, and how you can get involved. Following the presentation, there will be a dedicated question and answer period, where you can ask anything about the program, application process, project ideas, and more. The content of both time slots will be the same, so you don’t need to attend both. The Info Sessions should be around 30 minutes in length, depending on how many questions we get.

Whether you’re a seasoned community organizer or someone with a passion for making a difference in your neighbourhood, this session is for you. Join us virtually on March 20th at 12:00pm or 4:00pm to explore the possibilities of creating positive change in your community.

Register for your Info Session here:

Nanaimo Unitarian Shelter is the recipient of $15,000 Give Where You Live grant

Nanaimo Foundation Grants Director David Witty presents $15,000 cheque to Nanaimo Unitarian Shelter Executive Director Paul Manly

Nanaimo Foundation is thrilled to announce a $15,000 grant awarded to the Nanaimo Unitarian Shelter. This contribution will pave the way for a much-needed kitchen and laundry room renovation at the shelter.

Since 2008, the Nanaimo Unitarian Shelter, operated by the First Unitarian Fellowship of Nanaimo, has served as a temporary home for hundreds of adults struggling with poverty including seniors, people with disabilities, low wage workers, students, those suffering with mental illness and people struggling with addictions. The Unitarian Shelter provides a warm refuge, a non-judgemental welcome and hot meals for people experiencing homelessness.

Thanks to donations to our Give Where You Live Fund, we are able to offer grants like this one, empowering local organizations to enhance their services and support those in need. This isn’t just funding; it’s a catalyst for transformative change, fostering a stronger, more resilient Nanaimo.

2024 International Women’s Day Event: Tickets on sale now!

International Women's Day Nanaimo
International Women’s Day Nanaimo

Since 2017, we have been bringing women together to celebrate International Women’s Day. We are looking forward to celebrating with over 250+ women, while showcasing incredible local women owned businesses as we raise funds for charities in support of women and girls.

Join us on March 8, 2024 at Tigh-Na-Mara Resort & Spa in Parksville for an evening of connection and celebration. For more information, check out The Nanaimo Sisterhood Fund.

Nanaimo Foundation donates $50,000 to Nanaimo & District Hospital Foundation

Nanaimo Foundation Board Chair, Daniel Martinez, announces $50,000 contribution to High Acuity Unit

On Giving Tuesday, Nanaimo Foundation proudly contributed $50,000 to the Nanaimo & District Hospital Foundation. This donation will be allocated towards acquiring essential beds for the High Acuity Unit. The new High Acuity Unit will increase the capacity for critical care in the community.

The impact of the $143,157 raised at the Hospital Foundation’s Giving Tuesday event was magnified by an extraordinary $100,000 anonymous donor match, for a total of almost $250,000. The resonance of unity and shared purpose during this initiative was truly extraordinary.

The palpable energy and excitement surrounding the event underscored the community’s commitment to healthcare excellence. This substantial contribution not only addresses immediate needs within the High Acuity Unit but also serves as a testament to the power of collective giving in fostering positive change.

As we celebrate this milestone, we extend our heartfelt gratitude to all those who participated, demonstrating that when a community comes together, remarkable things happen. Nanaimo Foundation remains dedicated to shaping a healthier and more resilient future for our community.

Give Where You Live Grants: Applications are now open!

As of October 1, 2023, the next Give Where You Live Grants cycle has officially opened for applications.

What are Give Where You Live Grants?

Every year, we provide grants from our Give Where You Live Fund to registered charities serving the communities of Nanaimo, Ladysmith, Cedar, Gabriola Island, and Lantzville. These grants are intended to support projects and programs that are addressing current community needs, particularly those outlined in our 2023 Vital Signs Report.

What types of projects will fit the Give Where You Live Grants guidelines?

Nanaimo Foundation recognizes that the most persistent funding gaps for many local charities are in relation to capital projects and pilot programs. Thus, these represent the entire scope of grants available from the Give Where You Live Fund.

A capital project helps to maintain or improve an asset. Some examples of previous capital projects we have funded through the Give Where You Live program include a washroom renovation, the purchase of a new vehicle, an outdoor classroom, accessibility upgrades, and an electric vehicle charging station. Grants of up to $15,000 are available for capital projects.

Pilot programs are designed to test the effectiveness of a potential full program. A pilot project helps the proponent gain experience and reduce risk on ideas to reveal flaws or to surface new ideas or surprise trends before investing in long-term initiatives. Some examples of previous pilot projects include an art-based program for people living with dementia, conservation lessons for elementary children, and food recovery programs. Grants of up to $10,000 are available for pilot projects.

Click here for more information on eligibility, or contact [email protected].

What is the application process for Give Where You Live Grants?

The first phase of the application process is a letter of intent, which must be submitted to [email protected] no later than November 30, 2023. You’ll hear from us in early 2024 after our Grants Committee has had a chance to meet and review the letters of intent. Organizations selected to proceed to the next phase will be invited to submit a full application and budget. Of those full applications, the Grants Committee will select which charities will receive the grants, with funding going out in the summer. Click here for more information about the application process and timeline.

We look forward to hearing more about the exciting projects in the works this year!

Nanaimo Foundation funds community service organizations through the Community Services Recovery Fund

Nanaimo Foundation is proud to have worked with community foundations across Canada as part of the Community Services Recovery Fund. This fund is a collaboration between the Canadian Red Cross, Community Foundations of Canada, United Way Centraide Canada, and the Government of Canada to provide funding to Community Service Organizations, including non-profit organizations, Indigenous Governing Bodies or Registered Charities. The Community Services Recovery Fund responds to what Community Service Organizations need right now and supports organizations as they adapt to the long-term impacts of the pandemic.

The Community Services Recovery Fund is a one-time investment of $400 million to help community service organizations (charities, non-profits, Indigenous governing bodies) adapt, modernize and be better equipped to improve the efficacy, accessibility and sustainability of the community services that they provide through the pandemic recovery and beyond.

Community Foundations of Canada supported projects that were intended to upgrade Systems and Processes. Nanaimo Foundation received over $450,000 to support organizations in our region.

Nanaimo Foundation is proud to help support the long-term COVID-19 recovery in our community with the Community Services Recovery Fund. This investment will be transformational in strengthening the internal systems and processes of nine local community service organizations, which include charities based in the arts, youth services, food security, and healthcare, and an Indigenous governing body. The grants will help these organizations continue providing vital services and programs in our community.

Daniel Martinez, Nanaimo Foundation Board Chair

The following projects are being supported by Nanaimo Foundation:

$85,338 was invested to fund People for a Healthy Community on Gabriola Island Society for a new contact data management system.

$38,301 was invested to fund Nanaimo Youth Services Association to build a new cloud system that will connect staff and clients.

$18,720 was invested to fund Loaves and Fishes Food Bank to build a new website.

$82,600 was invested to fund Port Theatre Society to automate their IT process.

$15,550 was invested to fund Nanaimo Blues Society to update internal systems and processes.

$10,500 was invested to fund Nanaimo International Jazz Festival to build a new website homepage and revamp social media.

$30,500 was invested to fund Vancouver Island Symphony to develop a 2023-2027 Strategic Plan.

$100,000 was invested to fund Snuneymuxw First Nation to implement HRIS System and Records Management.

For more information, visit Community Services Recovery Fund.

Neighbourhood Small Grants applications are open!

Summer 2023 Neighbourhood Small Grants Cycle Begins

Our 2023 Neighbourhood Small Grants cycle is well underway, and we are receiving many creative and exciting applications on a daily basis. Our Neighbourhood Small Grants committee looks forward to reviewing each one!

Applications are open until June 5, 2023.

What is Neighbourhood Small Grants?

Neighbourhood Small Grants (NSG) are grants of up to $500 for projects that will connect people with their neighbours. Each year, we see so many creative project ideas from little libraries to block parties! Since these are grants, you do not need to pay them back.

These grants are for individuals, not charities. You must live in Nanaimo, Ladysmith, Lantzville, Cedar, or Gabriola Island to apply to our stream of NSG. Many other communities offer NSG, but their application dates will vary.

If you have an idea for an NSG application, visit the link below for more information and to apply!

Enjoy an evening of storytelling with Roy Henry Vickers

The Nanaimo Regional General Hospital invites you to join us April 12th for a special evening of storytelling with artist and author Roy Henry Vickers to support our Newborn Literacy Program, Roots to Read.

Established in March 2022, the Roots to Read program was implemented by perinatal staff as part of caregiving teaching to promote and support an understanding of the importance of early childhood literacy. The Roots to Read book bag includes 2 carefully curated new books, educational cards, tips for parents with babies and information about local library access. This program is fully dependent on donations, and 100% of all donations will go directly to funding the program.

As an added bonus, Nanaimo Foundation is matching donations made to the Roots to Read program up until April 12th (up to $10,000). If you are unable to attend the event in person, this is a great way to contribute to the program and double your donation.

Event details:

WHEN: April 12, 2023 at 6:30pm

WHERE: Nanaimo Golf Club

International Women’s Day 2023 Social & Fashion Show

Join us at the 6th Annual International Women’s Day Social!

It’s going to be a great evening full of empowering energy in a beautifully supportive and loving environment. this year we are bringing you a FASHION SHOW! The show will feature clothing and apparel from an array of amazing local women-owned shops.

Where: Nanaimo Golf Club

When: March 8th, 2023 at 7:00pm PST

Ticket Options:
• General Ticket: $50 each; includes welcome prosecco, cocktail hour & after-party.
• VIP Ticket: $75 each; includes welcome prosecco, cocktail hour & after-party PLUS front row fashion show seat + glass of prosecco during fashion show.
*** A charitable tax receipt will be issued for each ticket purchased***

Proceeds go towards helping women & girls in our community.

Funds will flow through our Nanaimo Sisterhood Fund, held at the Nanaimo Foundation.