Administrative Coordinator

Description

Administrative Coordinator

About Enserva

Enserva is the voice of Canada's energy services, supply and manufacturing sector. We advocate on behalf of our members, support industry collaboration, and deliver programs, events and services that help our members succeed.

The Opportunity

Enserva is seeking a highly organized and proactive Administrative Coordinator to provide administrative and coordination support across the organization.

This role works closely with multiple functional areas, including councils, membership, events, communications, government relations, finance, and the CEO's office. The successful candidate will help ensure the smooth day-to-day operation of the organization by coordinating meetings, maintaining records, supporting member and council activities, assisting with financial administration, and providing executive support as required.

This position is ideal for someone who enjoys working with people, managing multiple priorities, and contributing to a collaborative team environment.

Key Responsibilities

Council & Committee Coordination (35%)

• Coordinate meetings for Enserva councils, committees, and working groups.
• Prepare agendas, meeting materials, and supporting documentation.
• Attend meetings and prepare minutes, action items, and follow-up communications.
• Maintain council membership rosters, records, and document repositories.
• Support council chairs and staff leads with meeting logistics and ongoing initiatives.
• Assist with member communications related to council programs and activities.

Executive & Organizational Support (25%)

• Provide administrative support to the CEO and leadership team.
• Manage calendars, meeting scheduling, and coordination of appointments.
• Assist with travel arrangements, meeting logistics, and event scheduling.
• Support preparation of presentations, reports, correspondence, and briefing materials.
• Coordinate internal meetings and maintain organizational records and filing systems.

Finance & Administrative Support (15%)

• Support invoice processing, expense tracking, and payment administration.
• Coordinate approvals and maintain financial records and supporting documentation.
• Assist with budget tracking and administrative reporting.
• Liaise with vendors and service providers as required.
• Support organizational procurement and office administration activities.

Membership & Data Administration (15%)

• Maintain and update member records and databases.
• Support member onboarding, renewals, and engagement initiatives.
• Assist with membership reporting and data quality initiatives.
• Support member outreach campaigns and communications.
• Help track member activity and engagement metrics.

Events & Program Support (10%)

• Support planning and delivery of conferences, meetings, webinars, and member events.
• Assist with registration management and attendee communications.
• Coordinate event logistics, materials, and onsite support.
• Support post-event reporting and follow-up activities.

Requirements

Qualifications

Required

• Diploma, certificate, or equivalent experience in business administration, office administration, communications, customer service, or a related field.
• Excellent organizational and time management skills.
• Strong written and verbal communication abilities.
• Ability to manage multiple priorities and deadlines.
• Strong attention to detail and problem-solving skills.
• Proficiency with Microsoft 365, including Outlook, Word, Excel, Teams, and PowerPoint.
• Professional, collaborative, and service-oriented approach.

Preferred

• Experience supporting committees, councils, boards, or working groups.
• Experience preparing meeting agendas, minutes, and action-item tracking.
• Experience with membership organizations, associations, customer service, or stakeholder engagement.
• Experience supporting events, programs, or projects.
• Familiarity with CRM systems, databases, or business administration processes.
• Interest in the energy sector, nonprofit organizations, associations, or member-based organizations.

The Ideal Candidate

The successful candidate will:

• Be highly organized and dependable.
• Enjoy coordinating activities and supporting multiple teams.
• Demonstrate initiative and strong follow-through.
• Be comfortable working with a wide variety of internal and external stakeholders.
• Bring a positive, professional, and collaborative attitude.