Job Opportunity: Administration & Logistics Coordinator



This highly-tactical administrative role supports the ongoing work of the Energy Futures Lab (EFL), which is powered by The Natural Step Canada. The focus for this role includes administrative support tasks and logistical coordination in support of the convening engagements that drive the momentum for the work of the Lab. This role is anticipated to require 20 hours per week, starting March 2020. 

Roles & Responsibilities

Reporting to the Project Manager, Energy Futures Lab, and working alongside the EFL team, you will join a dynamic team and play a vital role in helping the EFL achieve its goals by supporting Lab workshops and events, which are critical for advancing lab initiatives, strengthening and broadening the lab’s network, and achieving its Vision.

Logistical Coordination for EFL Events

  • Provide venue recommendations to the team based on predetermined location, workshop design needs, and other experience.

  • Work with venues to secure workshop dates, contracting, catering, audio/visual and, when required, accommodations for workshop attendees.

  • Continue to communicate, coordinate, and finalize details with the venue (on space, catering, AV and other needs) until and including workshop delivery

  • Review relevant workshop participant feedback to inform future venue requirements and opportunities

  • Manage production of printing and materials requirements for events (e.g. files, name tags, facilitation materials, etc)

  • Track event registration and support participant invitations, as required

  • Manage system to keep track of previously used (or inquired) event venues and contacts

Administrative Support

  • Data entry and administration (e.g. eventbrite, surveymonkey, Salesforce, excel, etc)

  • Transcribe/ digitize workshop notes, feedback and/or outputs, as required

  • Tracking workshop attendance and other Lab engagement activities

  • Supporting meeting scheduling when needed

  • Other support tasks as requested


Outcomes that define success for this role:

  • Smooth execution of workshops and events, supported by up to date systems

  • Up to date record of activities and outcomes from lab activities

What you bring:

  • A resourceful, operational thinker with curiosity and interest in learning

  • Excellent written and verbal communication and organizational skills

  • Ability to work and thrive in a virtual and mobile working environment e.g. work with minimum supervision and attend meetings conducted via conference calls

  • Fluency with Google Drive and Microsoft Office Suite

  • Eventbrite, Salesforce and/or Survey Monkey experience is an asset

  • Preference for Alberta-based candidates, occasional travel may be required

To Apply

If you are interested in this exciting role, please email your cover letter and resume to Posting open until position is filled.