Contract: Aug 19, 2025-Aug 19, 2026; potential for extension beyond this term

Location: Currently Virtual / May become Hybrid - Individual must be located in Waterloo Region

Overall Purpose

Explore Waterloo Region is seeking a highly organized and detail-oriented  Administration Coordinator  to support our dynamic leadership team. This role is essential to the smooth day-to-day operations of the organization and plays a vital role in supporting multiple departments across the organization.

Key Responsibilities

• Oversee general office administration, including managing mail, ordering and maintaining office supplies, and supporting the upkeep of marketing collateral.
• Coordinate logistics for board meetings, team meetings, and internal scheduling needs.
• Support the Director of Operations & Membership by compiling data and analytics for board reports, municipal updates, and other reporting needs.
• Provide administrative support to the Marketing team, including maintaining the online events calendar, tracking and ordering branded materials, scheduling photo/video shoots, and assisting with seasonal campaign execution.
• Assist the Sport Hosting Office by collecting hotel rate and availability information for sporting events.
• Support the leadership team with a range of administrative tasks such as member outreach, database entry, and event coordination.
• Manage trade show registration and booth coordination, including theme development, sourcing giveaways, and supporting on-site activations.
• Maintain and update CRM records, generate reports, and meet monthly with the CRM provider to ensure optimal functionality.
• Help prepare presentation decks and materials for internal and external use.
• Monitor inventory and maintain the organization’s off-site storage unit.
• Assist with processing and tracking invoices.

Required Knowledge, Skills, and Abilities

• Proficient in Microsoft Suite – PowerPoint, Excel, Word, Outlook, CRM Management
• Strong attention to detail
• Proven communication skills (verbal and written)
• Demonstrated ability to multi-task and prioritize
• Knowledge of tourism industry an asset

Education and Experience

• Post secondary education or equivalent combination of education/experience in office administration
• A minimum of 2-3 years of experience in an administrative or coordinator role (preferably in the tourism sector)

Conclusion

This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by jobholders within this job. But, this job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties, responsibilities or working conditions associated with the position.

Reporting Relationships

This Job Reports to:

Director, Operations & Membership

Working Conditions

Examples:

A. Physical Environment

Busy and dynamic organization. Work from home. Majority of time is spent sitting and using the computer. Sits in a comfortable position with frequent opportunity to move about.

B. Physical Effort

Minimal – sits at a workstation, reads, word processes and phone. Attends offsite meetings in this role, so often required to carry AV equipment for setup and dismantle (laptop, projector, portable PA system, mic stands).

C. Sensory Attention

Moderate – Significant attention is required to concentrate on reading and listening while deciding how to resolve problems to meet multiple deadlines. This must be accomplished in an environment where there is constant interruption. Must follow safety and control practices and conform to OHS Legislation when handling equipment, supplies and potentially hazardous substances.

D. Mental Pressures

Moderate/Considerable – Works in a busy office environment. Must have the ability to work fast on a priority basis with attention to detail – critical to avoid errors. Handles a high volume of requests for service which must be continually re-assessed for priority order, depending upon urgency and nature of requests, including demands for immediate attention.

Other

Flexibility in working hours to support the team’s busy and often changing schedule, excellent interpersonal skills, confidence, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients, stakeholders and service providers are essential to this role.