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 Capacity Development (CD) Effectiveness and Learning Systems (ELS) team serves as a central hub connecting the Green Municipal Fund's six Capacity Development teams. The team strengthens coordination, consistency and continuous improvement across Capacity Development through cross-cutting initiatives, from operational processes designing and delivering the Green Municipal Fund’s flagship event, the Sustainable Communities Conference.
As the Administrative Coordinator on the CD-ELS team, you will play a key role in improving and coordinating administrative and operational processes across Capacity Development and the broader Programs department. You will coordinate the activities and onboarding of Capacity Development administrative staff, lead the GMF Webinar Series, and contribute to the planning and delivery of major events and knowledge-sharing activities.
You will provide administrative and logistical support for contracts, procurement, invoices, travel and shared tools. You will also support continuous process improvement, reporting and information management.
What you'll be doing:
Key Responsibilities
- Supports the continuous improvement of operational processes, and support the development and delivery of presentations, training materials and documents for those processes for the Programs department and the Capacity Development teams
- Coordinates the activities of CD administrative assistants, which includes supporting their onboarding, leading weekly and ad hoc meetings, giving guidance and coordinating workloads, and maintaining task tracking tools (Asana boards and a shared inbox)
- Leads the GMF Webinar series, which includes coordinating meetings, maintaining tracking tools, onboarding, supporting webinar production as needed, and continuous improvement initiatives
- Collects, analyzes and reports on internal information and operational data to support decision-making, process improvement and team planning.
- Develops and maintains dashboards, reports and other analytical tools to support Capacity Development operations and performance monitoring.
- Provides administrative support for contracts, procurement, invoices, expense claims, travel requests, translations and document production.
- Coordinates logistics for meetings, events, volunteers, venues and accommodations.
- Manages shared Capacity Development inboxes and responds to internal and external inquiries.
- Participates in cross-team or cross-departmental efforts as needed
- Responsible for conduct aligned to FCM’s core competencies and business values
Knowledge and Experience
- University degree in administration, project management, information management or a related discipline, or equivalent combination of education, training and experience
- Minimum of 3-years of experience providing administrative support in a fast-paced work environment.
- Knowledge of business support processes, tools and administrative management practices and procedures.
- Very strong organizational and interpersonal skills.
- Demonstrated ability to handle multiple tasks and priorities in a fast-paced environment with tight deadlines.
- Strong attention to detail and accuracy.
- The ability to communicate in written and verbal format in both official languages (English and French) is considered a strong asset.
Competencies:
- Excellent verbal and written communication skills including experience in delivering group presentations and facilitating discussions (online and in person)
- Excellent customer service skills and attention to detail
- Strong research, analytical and project coordination skills
- Strong priority management and organization skills
- Strong sense of initiative with the ability to work independently and as part of team
- Advanced proficiency with Microsoft Teams, Word, Excel and PowerPoint, with the ability to quickly learn and apply new technologies. Experience using Power BI or other data visualization tools to develop reports and dashboards is considered an asset.
- Ability to think creatively, analyze, innovate and solve problems
- Capacity to work in a changing environment and willingness to take on new or evolving responsibilities
Additional Information
- This posting is for an existing position
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.
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