Job Description / Duties

Explore Waterloo Region is seeking a highly organized and detail-oriented Administration Coordinator to support our dynamic leadership team. This role is essential to the smooth day-to-day operations of the organization and plays a vital role in supporting multiple departments across the organization.

Key Responsibilities

- Oversee general office administration, including managing mail, ordering and maintaining office supplies, and supporting the upkeep of marketing collateral.
- Coordinate logistics for board meetings, team meetings, and internal scheduling needs.
- Support the Director of Operations & Membership by compiling data and analytics for board reports, municipal updates, and other reporting needs.
- Provide administrative support to the Marketing team, including maintaining the online events calendar, tracking and ordering branded materials, scheduling photo/video shoots, and assisting with seasonal campaign execution.
- Assist the Sport Hosting Office by collecting hotel rate and availability information for sporting events.
- Support the leadership team with a range of administrative tasks such as member outreach, database entry, and event coordination.
- Manage trade show registration and booth coordination, including theme development, sourcing giveaways, and supporting on-site activations.
- Maintain and update CRM records, generate reports, and meet monthly with the CRM provider to ensure optimal functionality.
- Help prepare presentation decks and materials for internal and external use.
- Monitor inventory and maintain the organization’s off-site storage unit.
- Assist with processing and tracking invoices.

Qualifications / Required Skills

Required Knowledge, Skills, and Abilities

· Proficient in Microsoft Suite – PowerPoint, Excel, Word, Outlook, CRM Management
· Strong attention to detail
· Proven communication skills (verbal and written)
· Demonstrated ability to multi-task and prioritize
· Knowledge of tourism industry an asset

Education and Experience

· Post secondary education or equivalent combination of education/experience in office administration
· A minimum of 2-3 years of experience in an administrative or coordinator role (preferably in the tourism sector)

Additional Information

Contract: Aug 19, 2025-Aug 19, 2026; potential for extension beyond this term

Currently Virtual / May become Hybrid Individual must be located in Waterloo Region

Contact Information

Apply here: https://explorewr.bamboohr.com/careers/30

info@explorewaterloo.ca

Employer Profile

Explore Waterloo Region is the Destination Marketing Organization for the Region of Waterloo.

Our objective is to attract leisure and business travellers, group tours, meetings and sporting events to Waterloo Region. We also work together with our members on destination development, and to promote festivals, events, attractions, restaurant and hotel offerings.

We attract visitors to this area by telling our region’s story: by letting visitors know that the same amazing attractions, events, shops, restaurants and people that make Waterloo Region a great place to live also make our region a great place to visit.