Job Posting 79362

Administrative Coordinator
Pembina Institute
Calgary area
closed 4 days ago (Mon, 24 Jan)
full time  •  Competitive

Position Overview  

The Pembina Institute’s Calgary office is seeking an Administrative Coordinator to support the head office. This is a full-time role and open immediately. The Administrative Coordinator reports to the Manager, Finance & Operations. This role supports three functions in the organization: Strategic Partnerships, the Business Renewables Centre (BRC) Canada (an initiative with the Pembina Institute), and Finance & Operations. This role has an interface with key partners, sponsors, and members as well as different internal teams with multiple priorities. Therefore, superior interpersonal skills and customer service are essential for this role. This role is responsible for providing coordination and clerical services. Providing administrative services in an effective and efficient manner enables the Pembina Institute to move forward with confidence towards its objectives and goals.  

Why the Pembina Institute?  

The Pembina Institute is a national non-partisan think tank that advocates for strong, effective policies to support Canada’s clean energy transition. Through research, consulting and convening, we employ multi-faceted and highly collaborative approaches to change to reduce the environmental impacts of energy production and use. 

Our people are passionate about sustainability and dedicated to enabling positive social change. Our organizational culture encourages creativity and collaboration, and we offer a flexible and fast-paced work environment that rewards honest character, personal initiative and innovation. The successful candidate will join our dynamic team of nationally recognized professionals working on delivering clean energy solutions into the hands of Canada’s decision makers and key influencers. 

Roles and Responsibilities  

Support for Strategic Partnerships (SP) 

  • Support the Director, Strategic Partnerships, and the Associate Directors of Strategic Partnerships in helping identify, engage, and solicit a variety of prospects (corporations, foundations, and individuals). This will require researching alignment between the Pembina Institute and funders; identifying new sources of funding; organizing and prepping staff for external funder meetings, and assisting in the preparation of briefing notes, proposals and reports. 
  • Work extensively with Salesforce, our CRM/fundraising database. This will involve inputting data, tracking proposal deadlines, maintaining the pipelines and dashboards, creating campaigns, and pulling funding reports. 
  • Support the administration of our annual fundraising event unGala (typically in January of each year). This will include supporting the SP team in preparing and distributing sponsorship materials, tracking sponsorship and ticket sales, supporting the unGala Committee members, and liaising with the event management company.  

Support for Business Renewables Centre Canada 

  • Liaison with BRC members and provide general support. Monitor and respond to external inquiries coming through the website, and manage related follow-ups from such requests. 
  • Handle administrative tasks related to newly signed membership agreements (e.g. categorizing, filing, working with finance to generate invoices, and connecting the file to Salesforce) 
  • Assist the BRC team in the onboarding of new BRC members   
  • Track current members and future opportunities in Salesforce; coordinate with finance on maintaining sponsorship invoices and renewals; and coordinate with communications to maintain distribution lists/campaigns  
  • Support BRC Advisory Board activities such as maintaining mailing and distribution (potentially in Salesforce as well); send board meeting invitations and documents, and support the meeting tech through Zoom/Teams 
  • Assist with executing webinars and events for BRC 
  • Participate in BRC weekly team meeting and 1:1s to stay connected with BRC priorities  

Support for Finance / Operations 

  • Main contact for the Calgary office and related general inquiries through phone 
  • Document management including drafting, editing and publishing standard form documents and correspondence, electronic and hard copy file management 
  • General administration including filing, data input, other duties as required 

Skills and Qualifications  

Candidates must clearly reflect the following skills and experience in their application:  

  • Superior customer service skills in person, on the telephone and email; skilled and at ease with interactions in a wide range of situations and people 
  • Positive and ‘can-do’ attitude working in a congenial team atmosphere 
  • Proactive and resourceful, self-motivated and possessing good business sense 
  • Excellent written and spoken English; able to draft, edit and publish standard documents 
  • Experience managing confidential information and adhering to privacy guidelines 
  • Business degree or diploma, or five years experience in administration (corporate and non-profit) 
  • Familiarity with corporate governance in a non-profit setting 
  • Proficiency in all standard office software including Word, Excel, Outlook; good facility with communications tools in a Microsoft Teams environment 
  • Experience with, or willing to learn, specialized customer relations and donation software (Salesforce and Causeview) 
  • Comfortable working with numbers, accuracy of input and attention to detail 

Compensation and Benefits  

The salary rate is competitive for roles in the environmental non-profit sector and will be based on skills, experience and qualifications of the successful candidate.  

Benefits include: 

  • extended health and dental  
  • four weeks of holidays per year 
  • RRSP plan 
  • training and development opportunities 

Further terms of employment will be discussed with candidates during the interview process. 


To Apply  

Email your cover letter and resume to . Please ensure the following: 

  • Subject line includes Administrative Coordinator and your last name 
  • Cover letter (max. two pages) explains why you are interested in working with the Pembina Institute and how your skills and qualifications meet the criteria outlined for this position 
  • Resume outlines your relevant skills, education and experience 
  • Cover letter and resume are saved as one PDF document using the naming convention lastnamefirstletter-application-position-year.pdf  
  • example: smithm-application-administrative-coordinator-2022.pdf 

Application deadline: 5 p.mMT,  Monday, January 24, 2022. 

The Pembina Institute is an equal opportunity employer. We thank all applicants for their interest but only those selected for an interview will be contacted. 

Please Note: is not affiliated with and in no way endorses or vets the organization that posted this job. Any links posted within the job will take you to their external site where the same disclaimer applies.

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