Overview
Administration & Programme Coordinator Jobs in Scarborough, Ontario, Canada at Feed Scarborough
Title: Administration & Programme Coordinator
Company: Feed Scarborough
Location: Scarborough, Ontario, Canada
Location: Scarborough/Toronto, Ontario, Canada
Employment Type: Full-time, In person.
Reports to: CEO
Compensation : $50,000 per year + Medical & Dental Benefits + 10 Paid Vacation Days + 3 Paid Mental Health Days
About Zero Hunger Project
www.zerohungerproject.com
Position Summary
The Administrative and Programme Coordinator is a central operational and relationship- management role within Zero Hunger Project. This person will provide high-level administrative, coordination, communications, and programme support to the CEO while helping ensure that the organization’s staff, volunteers, coalition members, and stakeholders are aligned, informed, supported, and able to work effectively together.
The successful candidate will be highly organized, proactive, people-focused, comfortable working in a fast-paced and evolving environment, and confident using technology to manage complex workflows. They will play a key role in coordinating Zero Hunger Project’s growing global network of volunteers, staff, coalition members, partners, and supporters.
In addition to supporting Zero Hunger Project, the Coordinator will provide limited accounting and administrative support to Feed Scarborough, including basic bookkeeping coordination, invoice tracking, expense documentation, donor or vendor record maintenance, and support for financial reporting processes.
This role is ideal for someone who is passionate about social impact, global collaboration, community development, food security, and building strong systems behind meaningful work.
Key Responsibilities
Executive and Administrative Support
- Provide day-to-day administrative and coordination support to the CEO.
- Manage and maintain the CEO’s calendar, including scheduling meetings, coordinating appointments, preparing agendas, confirming participants, and ensuring appropriate follow-up.
- Coordinate travel arrangements, meeting logistics, event registrations, and briefing materials as required.
- Draft, format, organize, and distribute correspondence, meeting notes, presentations, reports, letters, proposals, and internal communications.
- Maintain organized digital files, contact databases, programme records, stakeholder lists, and administrative documentation.
- Track action items arising from meetings and ensure timely follow-up with staff, volunteers, coalition members, and external partners.
- Support the preparation of board, advisory council, committee, and stakeholder meeting materials.
- Help establish and maintain efficient administrative systems, templates, policies, and workflows.
Staff and Volunteer Coordination
- Coordinate and support staff, interns, consultants, and volunteers working across Zero Hunger Project initiatives.
- Help onboard new volunteers and team members, including orientation, access to technology platforms, role descriptions, communications protocols, and organizational resources.
- Maintain up-to-date volunteer and staff records, including contact information, availability, skills, areas of interest, assignments, and engagement history.
- Support team leaders in coordinating volunteer assignments, project timelines, deliverables, and communication.
- Help create a positive, respectful, inclusive, and motivated volunteer culture across a global and diverse network.
- Identify operational gaps, communication challenges, and opportunities to improve team coordination.
- Support regular internal check-ins, volunteer briefings, training sessions, and team updates.
Coalition and Stakeholder Relationship Management
- Serve as a key point of coordination for Zero Hunger Project coalition members, partners, supporters, and stakeholders.
- Build and maintain strong, professional, and collaborative relationships with coalition members across sectors, including nonprofits, governments, businesses, universities, community organizations, youth groups, and philanthropic partners.
- Maintain a coalition member database and ensure accurate records of membership, commitments, participation, projects, communications, and engagement.
- Coordinate coalition meetings, working groups, webinars, consultations, events, and collaborative initiatives.
- Prepare meeting agendas, briefing notes, participant lists, follow-up communications, and action trackers.
- Support coalition member onboarding and ensure that members understand the organization’s mission, priorities, opportunities for engagement, and expectations.
- Help identify ways to strengthen coalition participation, shared learning, collaboration, and collective impact.
- Support stakeholder outreach and communications in coordination with the CEO and programme team.
- Represent Zero Hunger Project professionally and positively in meetings, events, and communications when required.
Programme Coordination and Delivery
- Support the planning, implementation, monitoring, and coordination of Zero Hunger Project programmes, campaigns, events, educational initiatives, and partnership activities.
- Develop and maintain programme workplans, timelines, task trackers, project calendars, and reporting schedules.
- Coordinate programme logistics, including participant communication, registrations, speaker coordination, volunteer support, materials preparation, and post-event follow-up.
- Assist with the development of programme reports, impact summaries, presentations, partnership updates, and grant-related documentation.
- Collect information, updates, stories, participation data, and outcomes from staff, volunteers, coalition members, and partners.
- Support monitoring and evaluation processes by maintaining accurate records of activities, outputs, participation, feedback, and outcomes.
- Assist in identifying opportunities for programme growth, improved coordination, and stronger stakeholder engagement.
- Ensure that programme activities are delivered in a timely, organized, and professional manner.
Communications and Digital Coordination
- Support internal and external communications, including email newsletters, stakeholder updates, volunteer communications, meeting invitations, event reminders, and follow-up messages.
- Help manage shared communication channels, contact lists, mailing lists, and digital collaboration spaces.
- Assist with content coordination for social media, website updates, programme announcements, reports, and partner communications.
- Maintain consistent branding, messaging, tone, and professional standards across organizational communications.
- Support the CEO and programme team in preparing communications for coalition members, partners, donors, government representatives, and community stakeholders.
- Help ensure timely responses to general inquiries and stakeholder correspondence.
Technology and Systems Management
- Help manage and improve the technology platforms used by Zero Hunger Project to coordinate its global staff, volunteers, coalition members, projects, communications, and events.
- Support the use of project management, customer relationship management, volunteer management, communication, scheduling, survey, file-sharing, and virtual meeting platforms.
- Maintain accurate records and user access across relevant platforms.
- Train staff and volunteers on organizational technology tools and provide basic troubleshooting support.
- Identify opportunities to improve systems, automate repetitive tasks, streamline communication, and strengthen data management.
- Support the implementation of new digital tools that improve organizational efficiency, volunteer engagement, programme delivery, and stakeholder collaboration.
- Ensure that digital records are organized, secure, accessible, and managed in accordance with organizational policies.
Feed Scarborough Accounting and Administrative Support
- Provide basic accounting and financial administration support to Feed Scarborough.
- Track invoices, receipts, expenses, reimbursements, vendor information, and payment documentation.
- Assist with the preparation and organization of financial records for bookkeeping, reporting, audits, and grant requirements.
- Support the maintenance of donor, vendor, and financial transaction records.
- Coordinate with external bookkeepers, accountants, vendors, and internal leadership as required.
- Assist with budget tracking, expense monitoring, and financial reporting preparation.
- Ensure that financial documentation is complete, organized, confidential, and submitted on time.
- Support general administrative needs of Feed Scarborough as required.
Qualifications and Experience
- Postsecondary education in business administration, nonprofit management, project management, communications, international development, social sciences, public administration, accounting, or a related field; equivalent experience will also be considered.
- Minimum three to five years of experience in administration, programme coordination, executive support, nonprofit operations, stakeholder engagement, or a related role.
- Experience supporting senior leadership, managing calendars, coordinating meetings, and handling confidential information.
- Experience coordinating volunteers, teams, projects, events, or community programmes.
- Experience working with nonprofits, charities, social enterprises, community organizations, government, international development organizations, or coalitions is an asset.
- Basic accounting, bookkeeping, invoice management, expense tracking, or financial administration experience is required.
- Experience using accounting software such as QuickBooks, Xero, Wave, or similar platforms is an asset.
- Experience working with diverse stakeholders across multiple sectors and geographic regions is an asset.
- Experience supporting global or remote teams is strongly preferred.
How to Apply
Please submit the following via email to: [email protected] (with a subject line of the position you are applying for)
- A cover letter explaining your interest in the role and how your experience aligns with the responsibilities outlined above.
- A current résumé or curriculum vitae.
- Two professional references.
