Administrative Coordinator

Job summary

The Business Administrator provides integrated administrative and coordination support to the Destination Stewardship team, including managing schedules, logistics, and communications. They also handle financial transactions, maintain records in CRM systems, and support cross-functional initiatives to ensure efficient departmental operations.

Job details

About Us We are Edmonton’s Destination Management and Marketing Organization (DMMO). We also manage two of Edmonton’s award-winning venues, the Edmonton Convention Centre and the Edmonton EXPO Centre. We help tell Edmonton’s story, elevate the Edmonton experience, and drive inbound visitation and economic impact in the visitor economy. Working together in a one-team approach aligned by our core values, Explore Edmonton’s business units market and sell Edmonton as a year-round destination to visit, work, and play in, while also developing products and experiences that have a uniquely Edmonton flavour. And by incorporating the management of the city’s two award-winning venues into Explore Edmonton, we are uniquely positioned to attract major events, meetings, and conventions to our city, generating greater economic impact. While Explore Edmonton’s mandate is focused on generating inbound visitation, what we do and how we do it also enhances and amplifies the quality of life for Edmontonians. The people who live here are our greatest ambassadors, so making it easier for them to love our city makes it easier for us to sell it. About Destination development and Strategy Explore Edmonton has developed a destination stewardship approach, seeking to balance the economic, environmental, social and cultural needs of Edmonton’s visitor economy while working in partnership with community and tourism stakeholders. A key priority within the Destination Stewardship team is advancing the Tourism Master Plan through developing new experiences that are market ready as well as providing support in enhancing existing products and services through the lens of stewardship to build industry resiliency for a regenerative future and a desirable destination for visitors to experience. About the Position Explore Edmonton is seeking an Administrative Coordinator (Internally: Business Administrator) to provide integrated administrative and coordination support to the Destination Stewardship team. Reporting to the Executive Director, Destination Stewardship, the Business Administrator supports Executive Directors, departmental initiatives, and organizational processes through the coordination of scheduling, logistics, communications, meetings, events, and administrative functions. This role plays a key part in enabling efficient operations, supporting stakeholder engagement activities, maintaining records and reporting, and ensuring day-to-day administrative processes are executed effectively. The ideal candidate is highly organized, detail-oriented, professional, and able to manage multiple priorities in a fast-paced environment. What you'll do: * Coordinate and support team events, meetings, and operational activities, including registrations, itineraries, logistics, travel arrangements, and stakeholder engagement activities. * Prepare, format, and distribute professional correspondence, letters of support, thank-you letters, presentations, briefing materials, and reports. * Coordinate internal and external meetings, prepare agendas, record meeting minutes, track action items, and ensure timely follow-up on deliverables. * Maintain accurate and up-to-date records, stakeholder information, and interactions within CRM and other business systems. * Generate reports and extract information from CRM and other systems to support planning, relationship management, and departmental reporting. * Support cross-functional initiatives, committees, and working groups through effective coordination, documentation, and project tracking. * Manage Executive Director calendars, schedules, meetings, communications, and travel arrangements. * Coordinate stakeholder inquiries, workflow requests, and communications to support timely responses and effective execution across teams. * Maintain departmental supplies, equipment, inventories, and materials required to support business operations. * Process expenses, purchase orders, invoices, and other financial transactions in accordance with organizational policies and procedures. * Handle sensitive information, correspondence, and organizational records with professionalism, discretion, and confidentiality. What you bring: * Post-secondary diploma or certificate in Office Administration, or an equivalent combination of education and experience. * 3-5 years of relevant experience in a professional environment. * Strong organizational and time management skills, with the ability to manage multiple priorities and competing deadlines. * Exceptional attention to detail and accuracy when coordinating logistics, maintaining records, and preparing correspondence. * Strong written and verbal communication skills, with the ability to produce professional business materials. * Proven ability to collaborate effectively with multiple stakeholders and work across teams. * Proficiency with Microsoft Office, CRM systems, Asana, and other administrative and business software. * Strong problem-solving skills and the ability to proactively identify and address administrative and coordination needs. * Ability to maintain confidentiality and handle sensitive information with discretion and professionalism. * Ability to thrive in a fast-paced environment while balancing competing priorities. How to Apply If this role piques your interest, please submit your cover letter and resume. The position will remain open until a suitable candidate is found. Explore Edmonton encourages, supports, and celebrates a diverse and inclusive work environment. We strive to create a workplace that reflects the city we promote and where our employees feel safe and supported every day.

What you’ll do

The Business Administrator provides integrated administrative and coordination support to the Destination Stewardship team, including managing schedules, logistics, and communications. They also handle financial transactions, maintain records in CRM systems, and support cross-functional initiatives to ensure efficient departmental operations.

Requirements

Candidates must possess a post-secondary diploma or certificate in Office Administration and 3-5 years of relevant professional experience. Strong organizational skills, proficiency in Microsoft Office and CRM software, and the ability to manage multiple priorities in a fast-paced environment are required.

Listed skills

• Time management · Preferred
• Problem solving · Preferred
• Detail-oriented · Preferred
• record keeping · Preferred
• Communication · Preferred
• Office Administration · Preferred
• Logistics · Preferred
• Microsoft Office · Preferred
• CRM Systems · Preferred
• scheduling · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Office Administration
• Scheduling
• Logistics
• Communication
• Meeting Coordination
• CRM Systems
• Microsoft Office
• Asana
• Record Keeping
• Report Generation
• Stakeholder Engagement
• Financial Processing
• Time Management
• Problem Solving
• Confidentiality
• Detail-oriented
• Workplace Inclusivity
• Organizational Processes
• Relationship Management
• Professionalism
• Business Operations
• Workflow Management
• Tourism
• Resilience
• Administrative Functions
• Planning
• Customer Relationship Management
• Business Software
• Management
• Business Systems
• Economics
• Marketing
• Invoicing
• Taking Meeting Minutes
• Operations
• Presentations
• Travel Arrangements
• Verbal Communication Skills
• Collaboration
• Coordinating
• Balancing (Ledger/Billing)
• Detail Oriented

Job areas

• Administrative
• Marketing
• Management & Leadership
• Consulting
• Business Administrator
• Administrative Supervisor
• Office Supervisors
• First-Line Supervisors of Office and Administrative Support Workers