Are you highly organized, service-oriented and passionate about creating a welcoming and effective workplace for everyone who uses it? Do you thrive in a role that combines administration, problem-solving and relationship-building? Are you energized by coordinating projects, supporting events, improving systems and helping people do their best work? Do you want to contribute to a purpose-driven organization working to build a more just and thriving Toronto? Join Toronto Foundation and help create the workplace and operational excellence that make our mission possible.
About Toronto Foundation
Toronto Foundation (TF) is a registered charity and one of 209 Community Foundations in Canada. We are home to over 1,000 community-minded philanthropists and charitable organizations and collectively administer over $500 million in charitable assets. Together with our fundholders, we granted over $37.7 million in 2025 to organizations working to improve quality of life. We are committed to listening, learning and working in partnership with communities and invite you to join us in tackling the inequities we face in our city.
We are an ideal match if you seek purpose in your work and want to contribute to a values-driven team with a strong culture of teamwork and collaboration.
Who we are looking for
We are looking for a highly organized, service-oriented coordinator who enjoys creating a welcoming, professional and well-run workplace. Reporting to the Director, Operations and Governance, this role is well suited to someone who takes pride in the details, anticipates practical needs, communicates clearly and helps staff, board members, partners and visitors feel supported in the office.
The successful candidate will be comfortable balancing in-office coordination with remote administrative follow-through. This includes: meeting logistics, shared space readiness, office systems, supplies, hospitality, scheduling, documentation and administrative support. They will bring sound judgment, discretion, follow-through and a collaborative approach that reflects Toronto Foundation’s values of brave, thoughtful action, humility in our relationships, public trust and inclusion above all.
Role Summary
Reporting to the Director, Operations and Governance, the Workplace Coordinator supports Toronto Foundation’s evolving office model by helping ensure the workplace is welcoming, organized, collaborative, and well-run for staff, board members, donors, community partners and visitors.
This role is broader than a traditional reception function. It combines workplace coordination, meeting and event logistics, office administration, hospitality support, office systems support and targeted administrative support to the COO.
This is a full-time role, with minimum three required in-office days per week and additional office presence as operational needs require. The role supports both the physical office experience and the coordination systems, planning tools and administrative follow-up that enable the office to function smoothly.
Key Responsibilities
Workplace Experience & Office Readiness
- Serve as a welcoming and professional point of contact for staff, board members, donors, community partners, vendors and visitors.
- Help maintain a warm, inclusive, organized and well-functioning office environment aligned with TF’s values.
- Ensure shared spaces, meeting rooms, kitchen areas, supplies, equipment and visitor-facing areas are clean, stocked, organized and ready for use.
- Support a collaborative, inclusive and accessible workplace by helping ensure shared spaces are well organized, respectfully used and responsive to different work styles, accessibility needs and in-office activities.
- Anticipate routine workplace needs, address day-to-day issues and escalate recurring concerns or improvement opportunities to the Director, Operations and Governance.
Meetings, Events & In Person Activities
- Coordinate logistics for internal meetings, staff learning sessions, board and committee meetings, donor meetings, partner meetings and third-party events held in TF’s office.
- Support room setup, catering and refreshments, accommodation of dietary needs, visitor arrival, meeting materials, basic AV setup, hybrid meeting readiness and post-event room reset.
- Act as an on-site host for selected meetings and events, helping ensure a professional, welcoming and well-supported experience.
- Maintain simple checklists, room setup guides, timelines and routines to support consistent and reliable meeting and event delivery.
- Troubleshoot routine issues and escalate non-routine matters as needed.
Coordination & Planning Support
- Support office-based activities, meetings, events, onboarding activities and defined operational workstreams through basic planning, logistics, timelines, checklists and follow-up.
- Coordinate routine activities with internal teams, vendors, building management, caterers, couriers, IT support and other service providers.
- Identify practical issues, timing risks, service gaps, or recurring problems and escalate them early to the Director Operations and Governance.
Office Administration & Coordination
- Coordinate mail, couriers, deliveries, routine office administration and shared office records.
- Support maintenance of routine office tools, equipment and shared calendars, including room bookings, printers, copiers, visitor coordination and meeting room technology.
- Help resolve basic setup issues and escalate technical or recurring problems when needed.
- Manage office, kitchen, meeting room, coffee/tea and shared supplies using simple tracking and ordering processes.
- Monitor office equipment and coordinate servicing, vendor follow-up, or escalation as required.
- Liaise with building management, cleaners, caterers, couriers, suppliers and service providers on routine office needs.
- Support staff onboarding through workspace setup, office access, orientation materials, office routines and basic guidance on shared office systems.
- Track routine office purchases and expenses within approved limits and established processes.
Administrative Support
- Provide basic administrative and coordination support to the COO as needed, including scheduling, meeting logistics, document organization and follow-up tracking.
- Help track simple action items, reminders and timelines where requested, escalating time-sensitive or high-priority matters as appropriate.
- Exercise sound judgment and discretion when handling confidential, sensitive, or time-sensitive information.
- Safety & Policies
- Act as a Fire Warden for the office.
- Support office and fire safety orientation for new staff.
- Assist with adherence to workplace policies and guidelines.
- Support sustainability and low‑waste workplace practices where possible.
Other Duties
- Perform other related duties as assigned, consistent with the scope, purpose and level of the role.
Success Measures
- Office spaces are welcoming, organized, stocked, accessible and ready for use.
- Staff, board members, partners, donors and visitors receive a professional and well-supported office experience.
- External guests and partners experience TF as welcoming, prepared and professionally hosted.
- Meetings, events, board sessions and staff activities run smoothly and reliably.
- Office needs are anticipated and addressed before they disrupt staff, meetings, or visitors.
- Office administration, scheduling support, onboarding support and follow-up are completed accurately and on time.
- Shared office routines, tools and checklists are clear, practical and easy to use.
- Recurring office issues, service gaps and safety concerns are identified early and escalated appropriately.
- Routine work is managed independently with sound judgment, clear communication and timely escalation when needed.
Qualifications and Experience
- Relevant post-secondary education or equivalent practical experience.
- Minimum three (3) years of relevant experience in office coordination, workplace experience, administration, hospitality, events, facilities coordination, executive support, or a similar service-oriented environment.
- Comfort using digital tools and learning new systems, including room booking tools, shared calendars, Microsoft Office, video conferencing platforms, printers and basic office technology.
- Experience coordinating vendors, catering, supplies, office services, or meeting logistics.
- Experience working in a non-profit, foundation, professional services, hospitality, events, or community-facing environment is an asset.
Skills and Attributes
- Strong service orientation, sound judgment and discretion.
- Highly organized, reliable and comfortable managing multiple priorities.
- Calm and solutions-focused in busy or time-sensitive situations.
- Communicates clearly and professionally with staff, senior leaders, board members, visitors and a broad range of stakeholders reflecting the diversity of our city.
- Able to sequence tasks, manage timelines and follow through on details.
- Works well independently and in a team environment.
- Maintains confidentiality when handling sensitive information, calendars, meetings, or materials.
- Brings a proactive, hospitable and team-oriented approach to the day-to-day office environment.
What We Offer
Meaningful and highly impactful work: join a small but mighty team that is passionate about creating a more fair and just society where everyone can thrive.
Inclusive culture: Toronto Foundation is committed to being an inclusive and equitable employer and to continuously listening to and learning from staff. Your unique perspectives, talents and experiences are embraced and respected.
Opportunities for growth: Toronto Foundation is committed to supporting the professional development and growth of our staff and we offer ongoing group and individual learning opportunities, including a LinkedIn Learning membership.
Full-time employment with an excellent benefits package that includes:
- 35-hour work week
- Hybrid workplace – this role is required to be in-office min. 3 days/week
- 3 weeks of vacation per year
- Summer Fridays off between Canada Day and Labour Day
- RRSP matching
- Family health benefits plan
- Salary range between $55,000 to $60,000 p.a.
We believe the greatest ideas come from a diverse mix of minds, backgrounds and experiences and are committed to cultivating an inclusive work environment. Toronto Foundation actively seeks a diverse applicant pool and encourages candidates of all backgrounds to apply, especially those from marginalized communities.
Toronto Foundation is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.
Submission Details
In lieu of a standard cover letter, please respond to the following question in less than 500 words: What 2-3 work or other experiences make you the best candidate for the Workplace Coordinator role?
You may submit your response to the above question along with your resume in confidence to resumes@torontofoundation.ca and include the position title and your name in the subject line of the email (e.g. Workplace Coordinator, First Name Last Name).
Please ensure both documents are attached in a single PDF file.
Applications will be assessed on a rolling basis and the posting will close on August 6, 2026, 11:59pm ET.
Applicants must be eligible to work in Canada at the time of application. We thank all applicants for their interest in Toronto Foundation. However, due to the high volume of applications we receive, only those considered for an interview or those invited to participate in an assessment will be contacted.