External Administrative Coordinator, Jarislowsky Foundation External Administrative Coordinator, Jarislowsky Foundation Position: Full Time Published: May 12, 2025 Closing: May 26, 2025 Job description & overview of The Jarislowsky Foundation The Jarislowsky Foundation is seeking a full-time Administrative Coordinator to join its small team, working in downtown Montreal. The Jarislowsky Foundation is a public foundation established in 1991 that provides grants to charitable initiatives across Canada. The Foundation’s mission is to promote, support and foster excellence and ethics in education, medicine, the arts, and the environment and climate change. The Jarislowsky Foundation has endowed more than 50 Chairs in universities and institutions across Canada and supports more than 120 organizations a year spanning the arts, education, hospital foundations, the community sector and climate change. The Foundation gives approximately $15 million per year. Working closely with the Executive Director, Director of Grants and Programs, and the Board of Directors, the Administrative Coordinator plays a key role in ensuring the efficient day-to-day operations of the Foundation. This position is responsible for a wide range of administrative, organizational, and office management functions in support of the Foundation’s philanthropic activities. Core Responsibilities Administrative & Office Management Perform administrative duties including but not limited to accounting, annual financial statements, annual budgets, mail, correspondence, office supplies, scheduling of meetings. Manage day-to-day office operations, including scheduling, supply procurement, mail handling, and maintaining a well-organized work environment. Serve as the first point of contact for internal and external inquiries; respond or redirect communications as appropriate. Organize and coordinate logistics for Board and committee meetings, including preparing and distributing agendas and materials, arranging venues or virtual links, and managing follow-ups. Maintain up-to-date organizational documentation, including governance records, committee lists,company registrar and Board of Directors information. Oversee document management systems and filing structures (both physical and digital), ensuring accuracy, confidentiality, and accessibility. Liaise with vendors and service providers for office needs (IT, supplies, maintenance, etc.). Provide general administrative support to senior leadership and Board members, including scheduling and correspondence. Any other related tasks required for the day to day functioning of the Foundation. Meetings & Event Coordination Schedule and coordinate meetings with grantees Schedule and coordinate Advisory Committee meetings and managing the annual calendar for Jarislowsky Chairs. Coordinate meetings across Jarislowsky Chairs and manage Chair Clusters. Conduct follow-ups with Chairs (requesting annual reports, endowment reports, coordinate meetings with advancement offices, etc.). Coordinate and manage meetings and functions with other private foundations Grants & Program Support Support the administration of the Foundation’s annual granting cycle, including tracking and monitoring grants activity and drafting correspondence to grantees. Conduct initial reviews of grant applications and follow up with applicants as needed. Coordinate grant payment processes, including cheque requests, invoices, and wire transfers. Support site visits to current and potential grantee organizations as needed. Monitor and track requests, follow-up with organizations and send responses andcorrespondence. Database & Records Management Manage the Foundation’s Salesforce database, including data entry, updating contact records, grant files, and generating reports for internal use. Ensure the accuracy and integrity of all data related to grants, stakeholders, and Foundation programs. Skills & Qualifications Relevant Post-secondary training 3-5 years’ experience in administrative support and coordination Experience with philanthropic foundations, charitable organisations and/or universities is an asset but not necessary Excellent knowledge of both French and English are required for this position (both written and spoken) Proven experience in office management, executive support, or administrative coordination Advanced knowledge of MS Office, in particular Outlook, Word, Excel Experience using databases and Salesforce in particular is a strong asset Proficiency in accounting software Excellent inter-personalskills Attention to detail Accounting and budgeting skills Ability to meet deadlines and complete tasks in a timely manner Ability to work as a self-sufficient member of small team and to be pro-active and resourceful Takes initiative and is a team player Impeccable integrity, discretion, and confidentiality How to apply This is a full-time position, that the Foundation is looking to fill as soon as possible. To apply for the Administrative Coordinator position, please submit your c.v. and cover letter in one document, detailing your relevant experience and why you are the ideal candidate for this role to info@jarislowsky.ca by May 26, 2025. Please include the title of the position in the subject line. Please note that the information we receive will be kept confidential. Only retained candidates will be contacted. We look forward to hearing what you can bring to the Foundation’s team.