Administrative and Communications Coordinator Intern

Administrative and Communications Coordinator Intern

Kiwanis Club of Toronto and Kiwanis Club of Toronto Foundation

Location: Toronto, hybrid

Reports to: Executive Manager

Proposed term: December 2026 through September 2027

Hours and compensation: 37.5 hours per week | $23 per hour

About the role

The Administrative and Communications Coordinator supports the daily operations,

member communications, programs, and fundraising activities of the Kiwanis Club of Toronto and its Foundation.

Working closely with the Executive Manager, board members, and volunteers, the Coordinator maintains communications channels, coordinates event administration, assists with financial processes, and keeps projects moving from planning through completion.

Communications and member engagement:

• Prepare and distribute monthly member updates, newsletters, event invitations, reminders, and other communications through Mailchimp.

• Maintain mailing lists and audience categories to support accurate, targeted communications.

• Update the website with current event, program, membership, and organizational information.

• Draft communications and create promotional materials using Canva and other tools.

• Maintain a communications calendar aligned with organizational priorities and deadlines.

• Support social media content, sponsor recognition, and post-event communications.

Event planning and administration:

• Support the planning and delivery of member meetings, fundraising events, and program activities.

• Develop event marketing plans and coordinate promotion.

• Maintain registration pages, track registrations, and follow up on missing information.

• Prepare event materials, attendee lists, signage, schedules, and supporting documentation.

• Coordinate assigned logistics with staff, volunteers, committees, and service providers.

• Assist with event budgets and track revenue and expenses against budget.

• Compile post-event results and document recommendations for future events.

• Attend relevant Kiwanis and partner events to strengthen relationships and develop experience representing the organization.

Financial administration:

• Assist with preparing budgets and maintaining budget tracking documents.

• Apply approved general ledger codes to credit card transactions and supporting records for review.

• Compile receipts, invoices, and other documentation for the Executive Manager and bookkeeper.

• Identify missing information or coding questions and follow up for clarification.

• Help document budgeting and financial administration procedures.

Administrative and governance support:

• Coordinate schedules, calendars, meetings, and follow-up reminders.

• Assist with preparing agendas, meeting packages, presentations, reports, and correspondence.

• Support committee note-taking and action tracking. Formal board minutes remain the responsibility of the Secretary.

• Maintain organized electronic files, templates, contact records, and process documents.

• Support grants, scholarships, and other programs through communications, forms, records, and administrative follow-up.

• Handle confidential organizational, member, donor, and applicant information with discretion.

Project coordination and process improvement:

• Manage assigned projects from initial planning through completion, review, and filing.

• Track deadlines, dependencies, outstanding decisions, and follow-up items.

• Provide concise progress updates and flag issues early.

• Bring forward proposed solutions and follow through on agreed actions.

• Identify gaps in existing processes and help develop practical improvements.

• Maintain clear documentation so that staff and volunteers can repeat successful processes.

Proposed capstone project:

Work with the Executive Manager and those supporting the organization’s technology improvements to help finalize and implement the CRM process. The project could include organizing contact data, documenting how information is entered and maintained, and establishing how the CRM supports member, donor, partner, and event communications.

i. A consolidated and organized database of members, donors, sponsors

and community partners.

ii. Defined procedures for entering, updating and maintaining information.

iii. Integration or a documented process for coordinating CRM records with Mailchimp and event registrations.

iv. Training materials for staff and volunteers.

v. A formal handover before September 2027.

Qualifications and skills:

• Relevant education or experience in administration, communications, event

coordination, nonprofit management, or a related field.

• Strong written and verbal communication skills, including the ability to prepare

clear, accurate correspondence.

• Strong organizational skills and the ability to manage competing deadlines.

• Experience using Microsoft Office or Google Workspace.

• Experience with Mailchimp, website content management systems such as WordPress, and Canva.

• Comfort working with spreadsheets, budgets, and basic financial records.

• Attention to detail when maintaining registration information, mailing lists, and financial documentation.

• Ability to work independently, collaborate with volunteers, and seek guidance when needed.

• Sound judgment, discretion, and an interest in community service.

• Availability for occasional evening or event-related work.

Experience in a nonprofit or membership organization, event budget tracking, and

general ledger coding would be assets.

What success looks like:

• Members receive timely, accurate, and consistent communications.

• Website content, mailing lists, and registration records remain current.

• Events are supported by organized documentation, reliable follow-up, and clear budget tracking.

• Financial records are prepared accurately for review.

• Assigned projects are completed on time, with issues identified early and outstanding items followed through to resolution.

• Staff, board members, and volunteers receive dependable administrative support.

• The agreed technology and CRM project deliverables are completed and documented for ongoing use.

Interested? Email [email protected] with your resume and cover letter!

Apply by November 20, 2026.

Only shortlisted applicants will be contacted.