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Administrative Coordinator
2 weeks ago
The Vancouver Aboriginal Friendship Centre Society (VAFCS) is a non-profit charitable organization serving the Urban Aboriginal community with a mandate to provide programs and services that will contribute to the cultural, educational, social, economic, and recreational development of Urban Aboriginal people. The Society manages twenty-three programs and services through three locations in Vancouver. The Friendship Centre at 1607 East Hastings is a community-led organization creating meaningful change for the Urban Aboriginal Population that we serve. VAFCS is currently seeking an individual connected with Indigenous community, highly organized, and self-motivated to work with us
The Vancouver Aboriginal Friendship Centre Society strives to represent, promote and advocate for our urban Aboriginal community and the Aboriginal organizations which serve them.
The Administrative Coordinator demonstrates a commitment to the VAFCS mission while providing support to the Executive Director, as well as booking rentals and organizing VAFCS events.
**RESPONSIBILITIES INCLUDE**:
- Draft and proofread letters: compose well-written and error-free correspondence, ensuring clarity and proper grammar.
- Maintain effective communication channels to ensure timely and accurate information sharing: establish and maintain communication protocols to facilitate seamless information flow within the organization and with external stakeholders. Update contact databases regularly.
- Under direction of the Executive Director, organize events such as: Pink Shirt Day, Red Dress Day (MMIWG2S), Orange Shirt Day, etc.
- Organize and execute all networking events for VAFCS executive
- Book and maintain VAFCS room rentals for community meetings/events
- Work within budget while planning event specifications. Issue invoices and collect payments when required and creating comprehensive monthly reports to the Executive Director.
- Manage and oversee events on the day of, including problem-solving, directing event set-up, communicating with staff, and organizing vendors, and managing takedown.
- Assist in preparing materials for board meetings: collaborate with the Executive Director to gather relevant reports, documents and presentations for board meetings. Ensures timely distribution of materials to board meetings
- Schedule and coordinate board meetings: Arrange meetings dates, times, and locations in consultation with the Executive Director and board members. Send meeting invitations and reminders and ensure all necessary logistics are in place
- Maintain board records and documentation: organize and maintain board-related documents, including bylaws, policies, resolutions, and board member profiles. Ensure easy accessibility and confidentiality of board records
- Manage executive calendar and appointments: Coordinate the Executive Director’s schedule, including meetings, conferences, and speaking engagements. Proactively manage calendar conflicts.
- Assist executive team in developing and implementing a communications strategy designed to further VAFCS objectives
- Acting as reception backup
**QUALIFICATIONS**:
- High school plus 3 years’ related experience or an equivalent combination of education and experience
- Proficiency with MS Word, Excel, PowerPoint, Canva, and capable of creating visually compelling presentations
- Understanding the complex needs of different events, and diverse clients/participants.
- Effective oral and written communication and interpersonal skills.
- Demonstrated conflict resolution skills
- Strong organizational and time management skills
- Self-motivated: able to work independently while supporting a team environment.
- Knowledge of DTES Urban Aboriginal Organizations and programs
- Knowledge of the Vancouver Aboriginal Friendship Centre Society and its role in the community.
**Job Types**: Full-time, Fixed term contract
Contract length: 1 month
Pay: $30.00 per hour
Expected hours: 37.5 per week
Flexible language requirement:
- French not required
Schedule:
- Monday to Friday
**Experience**:
- Time management: 1 year (required)
- Microsoft Word: 1 year (required)
Work Location: In person
