Craigleith Cares Foundation is seeking our first Administrative Coordinator to help build the administrative foundation of our growing charitable organization.

This is an important and varied role for someone who is highly organized, dependable, resourceful, and comfortable taking initiative. You will work closely with our leadership and team to keep day-to-day operations organized, maintain accurate records, support programs and events, and help develop simple systems that allow the charity to operate effectively.

Because this is our first administrative position, we are looking for someone who enjoys creating order, improving processes, and taking ownership of their work.

Key Responsibilities

Administration & Organization

- Manage administrative activities and provide general office support.
- Maintain organized digital and paper files, records, forms, and documentation.
- Manage calendars, meetings, correspondence, and routine communications.
- Prepare documents, letters, reports, spreadsheets, presentations, and other materials.
- Monitor incoming emails and inquiries and direct them to the appropriate person.
- Maintain our donor management system including contact lists donor information and queries
- Develop and maintain practical administrative systems and procedures for storing organization documents

Financial & Record Support

- Assist with basic bookkeeping and financial administration, as appropriate.
- Track invoices, receipts, expenses, donations, and other financial documentation.
- Prepare information and records for the organization's bookkeeper/accountant.




- Maintain accurate records related to grants, funding, and charitable activities.
- Assist with budgets, expense tracking, and financial reporting if needed.

Programs, Events & Community Support

- Provide administrative support for fundraising events.
- Assist with event planning, registrations, scheduling, communications, and logistics.
- Coordinate with volunteers, community partners, suppliers, and service providers.
- Help maintain accurate participant, donor, volunteer, and partner / sponsor information.
- Provide skilled and welcoming communication with members of the community.

Communications & General Support

- Draft and distribute routine emails, letters, notices, and other communications.
- Assist with newsletters, social media content, website updates, and other communications as needed.
- Support fundraising and donor administration.
- Research information and complete administrative tasks as assigned.
- Identify opportunities to make our systems and processes more efficient.

What We're Looking For

- Previous experience in administration, office coordination, nonprofit/charity work, or a related field.
- Excellent organizational and time-management skills.
- Strong written and verbal communication skills.




- High attention to detail and accuracy.
- Ability to manage multiple priorities and meet deadlines.
- Comfortable working independently and taking initiative.
- Strong computer skills, including Microsoft Office or Google Workspace.
- Professional, friendly, and respectful approach when dealing with donors, volunteers, community members, and partners.
- Ability to handle confidential and sensitive information appropriately.
- A genuine interest in supporting the mission and work of a charitable organization.

An Asset The following would be considered assets:

- Experience working for a charity or nonprofit organization.
- Experience with donor management or fundraising systems.
- Experience with grant administration.
- Experience coordinating volunteers or community events.
- Experience with bookkeeping or financial administration.
- Experience creating administrative systems and procedures.

What You'll Bring We are looking for someone who doesn't need every task spelled out for them. As our first administrative employee, you'll have an opportunity to help shape how our organization operates.

You should be someone who sees a messy process and thinks, "I can organize that." You are comfortable learning new things, asking questions, solving problems, and helping wherever you're needed.

Most importantly, you care about doing meaningful work and want to contribute to an organization that is making a difference in the community.

Pay: $19.00-$24.00 per hour

Work Location: In person

📌 Administrative Co-ordinator (Collingwood)
🏢 Craigleith Cares Foundation
📍 Collingwood