Coordinator, Managing Director’s Office

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: Reporting to the Strategic Management Partner, the Coordinator, Managing Director's Office & Low Carbon Cities Canada provides coordination support to the Managing Director’s Office (MDO) and the Director, Low Carbon Cities Canada (LC3). Key responsibilities include (approximately 3.5 days/week or 75%) coordinating MDO meetings, implementing plans and activities to improve the Managing Director’s Office’s communications and operations, coordinating services to support internal operations, as well as helping with communications, event, and materials production to support the Managing Director’s Office. The balance of the week (approximately 1.5 days/week or 25%) is spent providing similar support services to the Director, LC3 and the LC3 National Office (NO). What you'll be doing: Key Responsibilities Works as a collaborative member of the GMF Managing Director’s Office (MDO) and the LC3 National Office (NO) by: Ensuring efficient team operations. Ensuring an effective system to bring forward documents and correspondence for a reply, agenda items for meetings, reports for comment and distribution. As necessary/requested, preparing, reviewing and/or providing feedback on correspondence and documents. Coordinating procurement processes, prepares and tracks contracts throughout contract delivery, ensuring invoices are prepared and processed on time. Ensuring the timely flow of information relating to the MD’s portfolio; reviewing reports and disseminating information to stakeholders and the MDO. Coordinating and project managing initiatives as directed by the Strategic Management Partner. Understanding the operational and strategic needs of the MDO and providing solutions to the Strategic Management Partner for effectively and efficiently meeting those needs. Initiating, embracing, and facilitating process improvements and proactively assisting in translating change. Delivers, maintains, and stores files containing sensitive and confidential material, ensuring proper disposal of documents by following the FCM records management retention policy. Coordinates meetings and events with direction from and to support the Strategic Management Partner and the Director, LC3. This may include coordination of agenda topics and speakers/presenters, minute-taking, tracking action items, preparing documents, maintaining rolling agendas, etc. Coordinates all travel, meeting and conference logistics for LC3 staff. Prepares relevant materials and tracks expenditures in relation to travel and meeting logistics. Ensures departmental compliance with FCM operational policies and procedures (e.g., travel, finance, people & culture) and brings variances to the attention of the Strategic Management Partner with proposed solutions. Leads the GMF Administrative Team by chairing and coordinating the GMF Administrative meetings. This includes providing support and advice; coordinating trainings; reviewing administrative policies and procedures; and providing back-up s…

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