Job Description

Job Summary

We are seeking a highly organized and proactive Program Administrator to support the operational, fundraising, and communications activities of a mission-driven organization. This role plays a critical coordinating function across administration, sponsorship development, communications, and event execution, working closely with senior leadership, board members, and external partners.

The ideal candidate is a strong self-starter who is comfortable managing multiple priorities, building relationships, and supporting both strategic initiatives and day-to-day operations. This position is well suited to someone with experience in the nonprofit, arts, or philanthropic space who enjoys a dynamic, collaborative environment.

Key Responsibilities

Administration & Governance

Coordinate scheduling and meeting correspondence for: Quarterly and ad hoc board meetings Event planning meetings Meetings with board members, donors, and prospective partners Attend board and committee meetings and track follow-ups, action items, and KPIs to ensure accountability Maintain oversight of the donor management system Provide administrative support for contracts and agreements with partners and sponsors Organize and maintain digital file systems across platforms such as Google Drive and Dropbox Maintain password and access lists for all organizational platforms
Sponsorship Development

Proactively identify, research, and pursue new sponsorship and partnership opportunities, including corporate sponsors, foundations, and individual donors Conduct outreach to prospective partners, including drafting introductory emails, coordinating meetings, and sharing sponsorship materials Effectively present the organization's mission, programs, and sponsorship opportunities to potential partners Collaborate with internal stakeholders to develop and customize sponsorship decks, proposals, and outreach materials Track sponsorship leads, outreach activity, meetings, and status updates in an organized and accurate manner Support leadership in sponsorship negotiations and closing, ensuring contracts, documentation, and internal approvals are completed Assist with sponsor onboarding, stewardship, and integration into programs and events
Communications

Support the development of a monthly social media content calendar Coordinate bi-weekly content review meetings and manage approval processes Make ongoing content recommendations informed by current events, news, and organizational updates Develop quarterly newsletters highlighting organizational news, initiatives, and events Support ad hoc e-blast development as needed throughout the year
Website Management

Oversee website updates, including functionality checks, link updates, photo changes, and event or ticketing updates
Event Planning & Execution

Serve as a key coordinator for the organization's annual flagship event, acting as liaison between the event planner and internal team Support critical path development and timeline management Manage guest lists and conduct research to expand sponsor and partner outreach Draft emails and key communications on behalf of leadership and board members Coordinate travel and hospitality arrangements for event guests Support auction item coordination and distribution Assist with event slideshow creation, run-of-show development, and AV coordination Provide script writing and content support as needed

Qualifications

3+ years of experience in administration, program coordination, fundraising support, or nonprofit operations Strong organizational skills with the ability to manage multiple priorities and deadlines Excellent written and verbal communication skills Experience supporting boards, senior leadership, or donor relationships is an asset Comfortable with sponsorship outreach, relationship management, and proposal development Familiarity with donor management systems, CRM tools, and digital collaboration platforms Proficiency with Google Workspace and comfort working across multiple online tools Experience supporting events, including planning, logistics, and on-site coordination Self-motivated, detail-oriented, and adaptable in a fast-paced environment Professional, confident, and comfortable engaging with diverse stakeholders
Job Type: Fixed term contract
Contract length: 10 months

Pay: $45,000.00-$55,000.00 per year

Benefits:

Casual dress Dental care Extended health care Paid time off Work from home
Application question(s):

This person must be able to independently manage board coordination, sponsor follow-ups, event logistics, and external communications without dropping the ball. Do you live in the GTA? Do you have three years of administrative experience? Are you comfortable with sponsorship outreach, relationship management, and proposal development?
Work Location: Hybrid remote in Toronto, ON M6J 1C3