Administrative Coordinator

Summary

Description

Are you looking to work in the charitable sector? Do you want a job that creates a positive ripple in your community? Do you want to be part of a company that is growing, and impacting the community in many positive ways? Imagine working with colleagues who share inspiration and values with charitable organizations. 

Join us at Avista Philanthropy. Avista works with charities to create and deliver the plans and resources required to realize their vision. The full force of our expertise and disruptive ideas equip, prepare, and inspire those we work with to ask more for what matters.  

We are hiring a full-time, remote position to be a key member of our administrative and project coordination team. If you want to help us deliver our promise to our clients, we need to talk! 

• Full time
• Primarily remote working environment – with occasional on-location meetings  
• Access to transit (in Calgary) or a vehicle is necessary 
• Posting close date: September 30
• Ideal start date: mid October  

• Provide wide ranging team support, allowing the coordinator to gain an understanding of the Avista process, client relationships and the charitable sector 
• Proactively own and follow through on administrative tasks to ensure smooth client and associate experiences  
• Bring a high-level of organization and attention to detail to all deliverables
• Manage documentation and data visualization, creatively and effectively ensuring Avista deliverables are client-centric and communicating key insights
• Be a pragmatic and proactive team player who brings forward suggestions for process improvements 
• Conduct basic prospect research, helping associates and clients identify and expand on key donor relationships (we will offer training in these areas) 
• Conduct community and client research to build a comprehensive understanding of clients 
• Ideally have an interest in fund development and the non-profit sector  

• Coordinate the project process, with a proactive and client-centric approach
• Communicate with project team members (client and internal)
• Identify potential process challenges and work collaboratively with project team to develop solutions
• Schedule meetings internally and with clients 
• Manage SharePoint sites including creating and maintaining internal and external folder structure, client and associate access 
• Prepare meeting agendas, take meeting notes and distribute key action items to attendees 
• Limited special event management, both internal and external

• Manage documents including formatting, proofreading, and finalizing for client delivery
• Create and test client- and project-specific technology supports including Booking sites, Prospect Research forms, internal and external SharePoint folders
• Develop documents including basic graphic design and branding 
• Support client deliverables including preparing drafts, customizing deliverables to new clients, and compiling information from associates to inform reports and plans 
• Maintain internal meeting schedules including team meetings, pre- and post-client debrief meetings, post-project debriefs, data review meetings, and other meetings as needed, and collaborating with team members on agenda items 

• Basic prospect research including: 
  • reports of donors to specific organizations, or to sector / affinity organizations 
  • individual giving history   
  • individual corporate affiliation and community involvement histories 
• Be prepared to be trained in prospect research methods, if needed

• Conduct background research to inform engagement for both new clients and potential clients at the proposal stage, including organization stakeholders, T3010 review, news items, and any other relevant information 
• Gather and prepare data including: 
  • T3010 data compilation 
  • creating graphs from client data  
  • gathering and creating graphs from interview response results 
  • comparison of prospective interviewees, confirmed interviewees, and top donor lists  

• Is highly motivated and keen to learn new skills 
• Takes initiative and follows through on tasks in a timely manner
• Enjoys working remotely, and both independently and as part of a diverse team
• Has a keen eye for detail
• Understands and respects the importance and confidential nature of our client work 
• Already possess specific skills desired include Word, Excel, PDF, Microsoft 365 (specifically SharePoint) 
• Has existing skills in, or a willingness to learn about, artificial intelligence, graphic design, project management, databases, and other software products

Starting salary: $51,000 annually
Closing Date: September 30, 2025

To apply, please send a resume with cover letter personally addressed to
Scott Decksheimer, CFRE, Founder