Coordinator, Executive Office and Philanthropy

2 weeks ago

Vancouver, Canada Easter Seals BCYukon Full time

**Role & Responsibilities**

**General Office and IT Support**
- Assist with Front of House reception, phone, deliveries
- First point of contact with IT support team (respond to questions, check on status, approvals, etc) & assist team members and volunteers (Board) with technical issues
- Work with IT team for various IT-related projects and IT support management
- Coordinate staff meetings and other staff-related functions
- In conjunction with/assist the Director Business/Finance to coordinate office rentals, work stations and ensuring all equipment and resources are in place
- Contribute to the team by creating and implementing systems and tools that contribute to the smooth operations of the office
- Take the lead in fostering a ‘team’ approach to managing common resources such as the supplies room, Boardroom, photocopier station, etc.
- Assist with various reports, collect data, and prepare reports as needed
- Order office supplies
- Other duties as assigned

**CEO/President / Vice President Support**
- Assist CEO/President and VP Engagement & Philanthropy with calendar management and travel arrangements
- Prepare and edit correspondence, communications, presentations and other documents
- Coordinate communications and meetings with various stakeholders on behalf of the Executive Office
- Assist with special projects as required

**Engagement & Philanthropy Support**

**Donor Services and Stewardship**
- Coordinate donors thank you cards and letters
- Respond to donor enquiries in a timely manner
- Book meetings for VP Engagement and Philanthropy
- Manage some donor files in CRM system

**Event support**
- Support with coordinating logistics including, but not limited to, invitations, mailings, scheduling of event participants and volunteers
- Support with sourcing prizing for raffles, and auction items, and maintain database of inventory
- Provide support to third party and community events

**Communication Coordination**
- Support the department communications activity as required
- Coordinate mailing of newsletters and e-communications as required
- Support with special projects as needed e.g, 50/50 raffle, and anniversary communications

**Board & Committee Support**

**Coordinate Board and Committees meetings**
- Schedule meetings & manage meeting logistics
- Create and distribute Board/Committee meeting agendas and complete meeting packages in a timely manner
- Prepare and distribute minutes and action items

**Coordinate AGM**
- Manage AGM logistics
- Create and distribute AGM notices and meeting package ensuring compliance with Bylaws
- Prepare yearly meeting script, minutes and action items
- Coordinate and submit all entities yearly filing ensuring compliance with BC Societies Act
- Maintain the Society’s Board and governance files, including Bylaws, incorporation documents, and records of motions
- Provide administrative support to the Board Chair, Committees Chairs and other Board members as required
- Assist Board members with travel arrangements and other Board-related requests

**Volunteer Management**
- Manage Board & committee member record keeping (Recruitment, official documents, contact information, terms & years of service)
- Manage Volunteer recognition
- Ongoing research and implementation of volunteer management best practices
- Assist the team in the identification of volunteer needs, and the development of volunteer role descriptions
- Develop and support the onboarding and orientation process for new volunteers; and provide ongoing training and development of current volunteers
- Manage/Assist with the recruitment and placement of volunteers for office support, special events

**Qualifications and Experience**
- Experience researching and recording information in a clear and proficient manner.
- Strong written and verbal communications skills.
- Organized with strong attention to detail.
- Able to work independently, and within a team.
- Superior computer skills, including skills with web-based technologies, Microsoft Office
- Familiarity with CRM databases is an asset
- Experience with social media platforms an asset
- Exhibits a professional, confident and outgoing demeanor.

**Benefits**:

- Company pension

Schedule:

- Monday to Friday

Work Location: One location

Application deadline: 2023-01-25

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