Coordinator, Managing Director’s Office

Who we are at GMF:

At the Green Municipal Fund (GMF), we create change where it matters most—in Canada’s municipalities.

As the Federation of Canadian Municipalities’ flagship program and backed by a $2.4 billion endowment from the Government of Canada, GMF helps Canadian municipalities, big and small, invest in their future by supporting homegrown sustainability and resilience projects that work for Canadians by creating jobs, lowering costs, and strengthening local economies.

Through our unique mix of funding, resources and training, GMF is enhancing the quality of life for people in Canada by accelerating a transformation to sustainable and resilient communities.

Since 2000, GMF has invested over $1.6 billion in local projects helping communities avoid 2.9 million tonnes of greenhouse gas emissions, while also contributing $1.24 billion to the national GDP and creating more than 13,000 person-years of national employment.

About This Role:

The Coordinator, Managing Director’s Office (MDO) provides direct senior-level administrative and operational assistance to the MDO. The incumbent serves as an advisor, a convener, and knowledge specialist that contributes to the efficient running of MDO operations and as an extension the broader GMF and FCM operations. The incumbent maintains the highest level of confidentiality, professionalism and good judgement as well as manages their workload proactively and prioritizes tasks in a fast-paced corporate environment. The incumbent contributes to MDO/GMF/FCM’s reputation by professionally representing the team and building relationships through interactions with internal and external high-profile stakeholders and their teams.

The future of work at FCM includes FCM becoming an even more member-driven organization that balances the realization of its goals with a people-centred approach. The incumbent embodies FCM’s commitment to being a healthy, diverse, inclusive and anti-racist organization.

What you'll be doing:

Key Responsibilities

• Providing comprehensive and efficient senior-level administrative support to the MDO by:

• Managing calendars, daily schedules, and meeting agendas.

• Developing and managing high-level contacts, assessing changing priorities, and implementing plans and activities to improve the MDO’s communications and operations, coordinating services to support internal operations, as well as helping with communications, event, and materials production to support the MDO.

• Coordinating and supporting complex meeting and event logistics, taking strategic, senior-level, confidential meeting minutes, organizing up to ~200 person staff meetings/retreats, etc. for the MDO, GMF Leadership Team (GLT), GMF, and Growth and Development Departmental All Staff meetings.

• Coordinating procurement processes, prepares and tracks contracts throughout contract delivery, ensuring invoices are prepared and processed on time. Ensures FCM financial guidelines and any terms of contracts are respected and cross-checking with budget entries to ensure accuracy.

• Coordinating all travel, meeting, and conference logistics. Preparing relevant materials and tracks expenditures in relation to travel and meeting logistics. Verifying, coding, and processing expense claims, ensuring FCM financial guidelines and cross-checking with budget entries to ensure accuracy.

• Maintaining electronic filing for incoming correspondences (mail and email) to the MDO. As appropriate this includes responding to internal and external high-profile stakeholder meeting requests and preparing, reviewing and/or providing feedback on outgoing correspondence and documents.

• Optimizes organizational procedures to increase efficiency and productivity and acts as an advisor to help improve internal administrative processes.

• Works as a collaborative member of the MDO by:

• Aligning their efforts with the MDO objectives by performing advanced administrative tasks that enable the MD to perform at a highly strategic level

• Coordinates team activities (scheduling of weekly/quarterly team meetings, planning retreats, coordination of team building activities, booking of rooms/venues, maintaining rolling agenda, note taking, file management, software subscriptions, etc.).

• Initiating, embracing and facilitating process improvements and proactively assisting in translating change

• Documents standardized operating processes and develops training materials and other documents, as needed, to enable succession planning

• Leads small sized inter-departmental and cross-departmental initiatives (design, coordination, and implementation)in collaboration with coworkers across the organization. Supports the MDO in designing and delivering larger inter-departmental and cross-departmental initiatives as directed by their supervisor and in collaboration with peers in other units.

• Provides leadership and guidance to the GMF Administrative Team by chairing and coordinating the GMF Administrative meetings and other admin team collaborations, moderating the MS Teams chat, and acting as the team’s representative. This includes providing support and advice; acting as a facilitator for challenges raised; coordinating professional development trainings; reviewing administrative policies and procedures; coordinating office supply ordering; and providing back up support, as required. Works with the GMF Administrative team to ensure appropriate integration, cohesion, efficiency and compliance with FCM/GMF’s administrative policies and procedures.

• Builds relationships with staff at all levels within the Growth & Development department, across the organization and with high-level external stakeholders

• Helps to build a highly inclusive culture

• Represents the MDO in various FCM working groups and committees related to their respective mandates

• May be called upon to undertake initiatives, projects or other administrative duties as needed

• Knowledge and Experience

• Post-secondary education in business administration, project management or a related discipline, or equivalent education and work experience.

• Minimum of 7 years of experience providing progressively senior experience in administrative services, project management and/or coordinating program activities.

• Knowledge of business support processes, tools and administrative management practices and procedures.

• Proficient in Windows OS and MS Office suite programs with advanced knowledge of MS Teams considered a strong asset.

• Knowledge of Adobe PDF, Asana, SharePoint, Zoom and Power Bi is considered an asset.

• Experience monitoring expenditures and/or budget tracking.

• Experience building relationships across multiple levels of an organization.

• Additional Information

• This posting is for an existing position

• This posting is for a fixed-term temporary contract

Salary Range:

• $58,495.00 - $65,224.00

What we offer

We offer a flexible work model grounded in accountability, collaboration, and delivering results. It is designed to support both performance and well‑being. While work is primarily virtual, occasional travel to our Head Office in Ottawa is expected. The majority of the team is based in the National Capital Region.

Where applicable, you may also have opportunities to travel across Canada to engage with the communities we support and better understand the impact of our work.

Employee experience and supports:

We are committed to creating an environment where people can do their best work while maintaining a healthy balance including:

• Flexible work arrangements that support productivity and collaboration

• Summer schedule (July 1 to Labour Day):

• 7-hour workdays

• Fridays off, aligned with team and operational needs

• Ongoing commitment to employee development

• Comprehensive range of employee benefits and services designed to support employee wellbeing and development. Please note: details and eligibility may vary depending on the role

• Modern office space in Ottawa’s ByWard Market and downtown core

We’re committed to fostering an organizational culture that embraces equity, diversity, inclusion and belonging, where individuals from diverse racial and ethnic identities, ages, nationalities, social economic status, sexual orientation, gender identity/expression and physical and mental abilities can thrive and be fully engaged at their best level.

We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.

The future of work at FCM includes a hybrid work model; therefore, this role will be a combination of virtual and on-site work. The successful candidate is required live within 80kms of downtown Ottawa, unless otherwise specified, and be authorized to work in Canada.

As part of our recruitment process, we use automated artificial intelligence tools to screen applicants. All AI-generated assessments are reviewed and validated by our People and Culture team.

In closing....

If this role speaks to you and the impact you want to make, we’d love to hear from you!

We thank all candidates for their interest; however, only those selected to proceed to the next stage of the recruitment process will be contacted by a member of our People and Culture Team.