Administrative Coordinator

POSITION OVERVIEW

The Administrative Coordinator is an important role within the Compassion Society of Halton, responsible for ensuring the seamless integration of administrative operations across all program areas.

Reporting directly to the Executive Director, this position serves as the central hub of daily operations, managing general inquires, and maintaining critical administrative and data systems.

This position requires a highly organized, adaptable, and solutions-focused professional capable of managing multiple priorities in a fast-paced, high-demand environment, while upholding the organization’s commitment to dignity, inclusion, and service excellence.

KEY RESPONSIBILITIES

Administrative Support & Office Management

• Serve as the primary point of contact for all phone, voice mail and general email inquiries, ensuring professional, timely, and confidential communication.
• Manage calendars, appointments, and daily office coordination for ED.
• Provide administrative support to the Executive Director for internal and external meetings, data collection, reports and presentations.
• Prepare and distribute correspondence, reports, and organizational documentation.
• Maintain accurate filing systems, records, and administrative processes.
• Record and reconcile all forms of donations, including cash, cheque, electronic, and in-kind contributions.
• Maintain donation tracking systems and ensure accuracy in documentation.
• Administer gift card tracking, reconciliation, and reporting processes.
• Coordinate procurement and inventory management of office supplies.
• Coordinate office logistics, including mail, supplies, and vendor services.
• Support planning and execution of meetings, events, and organizational initiatives.

Data, Recordkeeping & Database Management (SUMAC CRM)

• Ensure accurate and timely data entry, tracking, and reporting.
• Provide administrative support to related to client service records and donation tracking.
• Generate operational, statistical, and impact reports to support leadership and funder requirements.
• Administer donor tax receipting processes in compliance with regulatory standards.
• Ensure adherence to confidentiality, privacy, and data protection protocols.

Stakeholder, Donor & Community Engagement

• Support the Executive Director in maintaining strong relationships with donors, Board members, and community partners.
• Prepare donor acknowledgements and support stewardship activities.
• Assist with communications, including newsletters, email campaigns, and social media content. Work closely with Website Consultant to provide updated information for external social media platforms.
• Work closely to support the ED and Volunteer Coordinator with onsite Corporate Volunteer groups. Supporting the Volunteer Coordinator by providing all pre event communication and information to the external Corporate Contact to ensure a meaningful and well executed volunteering experience.
• Provide administrative support for fundraising initiatives, outreach efforts, and community events.
• Support events, meetings and organization initiatives for donors, sponsors, staff and volunteers.

Organizational & Service Delivery Support

• Collaborate with the staff to ensure effective daily program delivery.
• Support fellow staff with the implementation and monitoring of operational and health and safety protocols.
• Assist in managing client flow and providing support during peak service periods.
• Provide cross-functional admin support to staff and volunteers as required.
• Contribute to advancing the mission, vision, and strategic priorities of the organization.
• Promote a culture of compassion, inclusion, and professionalism across all interactions.
• Undertake additional responsibilities as assigned by the Executive Director.

QUALIFICATIONS

Education & Experience

• Post-secondary education in Office Administration, or a related discipline.
• 2–5 years of progressive administrative experience, preferably within a non-profit or community-based environment.
• Demonstrated experience working with staff, volunteers, clients, board members and donors in a multi-functional setting.
• Experience with CRM/database systems (SUMAC preferred).

Core Competencies

• Exceptional organizational and time-management skills.
• Strong interpersonal and communication abilities.
• Demonstrated ability to manage competing priorities in a dynamic environment.
• High level of professionalism, discretion, confidentiality and attention to detail.
• Ability to engage effectively with diverse populations in a respectful and compassionate manner.
• Proficiency with CRM/data base systems, Google, Microsoft Office Suite (Excel, Word, Outlook).
• Commitment to equity, inclusion, and client-centered service delivery.

Additional Requirements

• Vulnerable Sector Screening (required).
• Health and Safety Awareness Training (preferred).

WORKING CONDITIONS

• Fast-paced, high-volume environment with frequent interruptions.
• Regular interaction with staff, clients, volunteers, donors, board members and community stakeholders.
• Combination of office-based and operational activities.
• Occasional lifting (up to 30 lbs) and movement of materials.
• Exposure to moderate noise and active service areas.

Please send resumes to: compassionsocietyhr@gmail.com