Administrative Coordinator – Columbia Valley Community Foundation

Overview
The Administrative Coordinator supports smooth day‑to‑day operations and assists with community programs, events, and communications in collaboration with the Executive Director and Communications Coordinator. The role requires strong organizational skills, attention to detail, and the ability to maintain confidentiality in accordance with regulatory requirements. The ideal candidate has experience with Microsoft Office tools and familiarity with the Columbia Valley and the non‑profit sector. This is a flexible, in‑person position.

Responsibilities

Neighbourhood Small Grant (NSG) Program Coordination

• Create and distribute NSG marketing materials
• Guide NSG Project Leaders through the application and project delivery phases
• Attend NSG events on behalf of the Foundation
• Support the NSG Adjudication Committee by organizing review materials and facilitating adjudication meetings
• Prepare grant stories for the Foundation’s website

Administrative & Office Support

• Maintain accurate donor, event, and financial records through timely data entry
• File organization and maintenance
• Prepare onboarding materials for new volunteers
• Prepare presentation materials and donor correspondence

Event & Meeting Coordination

• Identify event requirements and research and recommend vendors based on quality, creativity, and cost
• Coordinate logistics including venue booking, vendor management, and day‑of details
• Manage registrations, attendance tracking, and on-site issue resolution
• Work with the Communications Coordinator to prepare event materials

Communications Support

• Create assigned social media posts and support updates to the Foundation’s website

Skills & Qualifications

Direct Reports

• None

Experience

• 1–2 years of office experience
• Experience in working with non-profit organizations is an asset

Technical Skills

• Strong knowledge of Microsoft Office computer software
• Experience in working with Customer Relationship Management (CRM) and data management tools.
• Experience in project management with strong planning and organizational skills
• Proficient with content creation tools such as Canva and WordPress
• Valid class 5 driver’s license

Interpersonal & Communication Skills

• Strong written and oral communication skills: demonstrates openness and honesty, actively listens, clearly expresses ideas, and provides constructive feedback
• Strong interpersonal and relationship-building skills, with experience working both independently and in a team

Professional Attributes

• Strong attention to detail and accuracy in administrative and organizational tasks
• Discretion, professionalism, and sound judgment in handling confidential information
• Adaptability in a dynamic environment with shifting priorities
• Strong decision‑making and problem‑solving skills
• Willingness to learn, seek guidance, and adopt new tools and processes
• Commitment to high ethical standards and professional behaviour
• Ability to identify and implement practical system improvements
• Lived experience or knowledge that supports the Foundation’s purpose

Working Conditions

• $26-28 per hour depending on experience

• Expected start date: 2026-04-15

• 0.25 FTE (10 hours per week) with growth in hours expected within 12 months

• In-person in a shared office environment
• Flexible scheduling
• Occasional evening or weekend work may be required for events

Application Details

How to apply: Send a cover letter and resume as a single PDF file with subject referencing the job title and your full name to executivedirector@valleyfoundation.ca. We thank all applicants for their interest. However, due to capacity constraints, only those selected for further consideration will be contacted.