Our salaries generally range from $51,765 to $58,870, and are based on qualifications and experience

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.

Purpose of the Role

Key Responsibilities

• Key responsibilities include working closely with the Senior Manager of the Capacity Development team and managers of the adaptation programs to maintain calendars and daily schedules, assessing priorities, coordinating, and scheduling meetings, preparing documents & other relevant information, and prioritizing agenda items in line with their priorities. 
• Provides administrative support in the daily operations and activities of the unit, which includes assisting with booking meetings as needed and assisting with document preparation for the meetings, file management, note taking, coordinating translation, tracking weekly team updates, coordinating logistics, etc. 
• Prepares, reviews and/or provides feedback for outgoing correspondence and documents, as requested.
• Provides support for weekly team meetings, quarterly and annual team planning retreats (scheduling, booking rooms/venues, taking minutes, maintaining rolling agenda, etc.)
• Assists with coordinating travel, meeting, and conference logistics for Unit staff.  Prepares relevant materials and tracks expenditures in relation to travel and meeting logistics.
• Establishes and maintains paper and electronic filing systems for effective record keeping and efficient retrieval of information. Ensures proper disposal of documents that are no longer required in accordance with the FCM records retention policy. 
• Coordinates the contract procurement process including tracking, reviewing and signing. 
• Verifies, codes, and processes invoices and expense claims. Ensures financial guidelines and any terms of contracts are respected. 
• Assists with set-up and tracking of onboarding for new staff.
• Provides back-up support to the GMF Administrative Assistants, as required.
• Supports management with budget entries and tracking of expense claims and other budget items.
• May be called upon to undertake projects or other administrative duties as needed.

Knowledge, Experience & Skills 

• Post-secondary education in administration, project management or a related discipline. 
• Minimum of three years of experience providing administrative support in a fast-paced work environment. 
• Knowledge of business support processes, tools and administrative management practices and procedures. 
• Proficient in the use of software including Microsoft Office suite is essential.  
• Knowledge of OneNote, Adobe PDF, Asana, Sharepoint, Zoom and Teams is considered an asset.  
• Experience working remotely.
• Very strong organizational and interpersonal skills.
• Demonstrated ability to handle multiple tasks and priorities in a fast-paced environment, and to meet tight deadlines.
• Strong attention to detail and accuracy.
• Ability to work independently with limited oversight and guidance.
• The ability to work in both official languages is considered a strong asset