Administrative & Office Coordinator

About the Stigma-Free Mental Health Society

The Stigma-Free Mental Health Society is a dynamic, mission-driven Canadian charity dedicated to fostering inclusive, supportive and empowered communities free from stigma.

As we continue to expand our reach and deepen our impact nationwide, we are seeking a professional, highly organized and dependable Administrative and Office Coordinator to join our remote team.

This full-time position reports to the Operations Manager and provides direct administrative support to the CEO.

Position Details

Position: Administrative and Office Coordinator
Employment type: Full-time employment
Location: Remote within Canada
Hours: 40 hours per week, Monday to Friday
Regular working hours: 9:00 a.m. to 5:00 p.m. Pacific Time
Compensation: $30 per hour, equivalent to $62,400 annually
Vacation: 10 paid vacation days annually
Benefits: Extended health and dental benefits after 3-month probation
Equipment: Computer and phone provided
Probationary period: Three months

Qualifications:

The successful candidate will have:

Post-secondary education in administration, business, nonprofit management or a related field, or an equivalent combination of education and experience

A minimum of three years of relevant administrative or office coordination experience

Nonprofit or charitable-sector experience considered an asset

Strong organizational, time-management and record-keeping skills

Excellent written and verbal communication skills

Strong attention to detail and a demonstrated ability to handle confidential and sensitive information with professionalism

The ability to work independently, manage competing priorities and meet deadlines in a remote environment

Proficiency with Zoom, Microsoft Excel, Adobe Acrobat/PDF, SharePoint, OneDrive, customer relationship management databases, records-management systems, and Microsoft Forms or Google Forms

Knowledge of privacy and intellectual-property legislation

Completion of required FOIPPA training modules

Reliable high-speed internet access

Key Responsibilities

Office Administration and Systems

• Maintain organized remote filing and records-management systems
• Maintain the Society’s forms library, primarily using Microsoft Excel and Adobe Acrobat
• Maintain organizational registers, including memoranda of understanding, policies, receipts and other administrative records
• Review and update administrative systems and processes
• Identify opportunities to improve administrative efficiency through the effective use of technology
• Provide day-to-day administrative support to the CEO and Operations Manager
• Manage the hell@stigmafreementalhealth.com email account
• Manage website form updates, policy updates and other routine administrative website changes
• Prepare PowerPoint presentations and other materials for staff as required
• Perform other related duties assigned by the CEO

Executive Support

• Manage the CEO’s calendar and coordinate appointments
• Provide direct administrative support to the CEO
• Coordinate travel arrangements and process travel requests and reimbursements for the CEO and staff
• Support the CEO with administrative tasks related to staff management
• Review employment and contractor agreements for administrative accuracy, format documents and coordinate signatures
• Identify and share relevant community speaking, media, award and recognition opportunities for the CEO and SFMHS staff

Meetings, Governance and Events

• Coordinate meeting logistics and support the effective operation of staff meetings
• Attend meetings and prepare accurate minutes as required
• Prepare minutes for Board of Directors meetin