Kimberley Trails Society: Executive Administrator
1 week ago
About the Kimberley Trails Society
The Kimberley Trails Society (KTS) maintains, develops, and stewards one of Kimberley's most valued community assets—its world-class non-motorized trail network. We work with partners, governments, land managers, and volunteers to ensure the trail system remains safe, sustainable, and accessible for residents and visitors alike.
We are seeking a motivated, organized, and community-minded Executive Administrator to help lead the administrative, operational, and communications functions that keep our trail network thriving.
Who We're Looking For
Our ideal Executive Administrator is:
- A strong communicator—both written and verbal
- An excellent project manager (tasks, people, time, budgets)
- Self-directed, organized, and able to work independently
- Comfortable using modern technology (Google Workspace, cloud tools)
- Experienced in nonprofit administration and working with a volunteer Board
- Familiar with bookkeeping practices and software
- Skilled in writing reports and grant applications
- Familiar with social media tools and digital communications
- An avid trail user (hiker, runner, cyclist, etc.) who is passionate about Kimberley's trail network
- Living in the Kimberley area or willing to relocate
Position Overview
The Executive Administrator oversees the administration and organizational coordination of the Kimberley Trails Society, including communication management, financial oversight, project tracking, board support, and community engagement.
The role also offers additional hands-on opportunities for a qualified applicant, especially during the summer months, such as working with or leading the Trail Crew, coordinating volunteer trail days, supporting social media and marketing campaigns, and contributing directly to the ongoing sustainability of Kimberley's trail network.
Key Responsibilities (with approximate annual hours)Planning, Reporting & Strategic Support
- Support the Trails GM with updates to the Strategic Plan (10 hrs)
- Work with the Trails GM to complete the Annual Operating Plan (AOP) and Annual Report for the City of Kimberley and Recreation Sites & Trails BC (10 hrs)
- Work with the Trails GM to ensure Trail Crew duties and AOP tasks are completed (20 hrs)
- Attend monthly board and subcommittee meetings; prepare agendas, minutes, and action items (50 hrs)
Administration, Bookkeeping & Payroll
- Handle bookkeeping and payroll for KTS staff, including the Trail Crew (80 hrs)
- Track annual obligations (insurance, reporting requirements, renewals) and ensure compliance (10 hrs)
- Manage KTS accounts, records, and financial documentationOrganize new trail applications and contracts (40 hrs)
Grants, Sponsorship & Fund Development
- Write and coordinate grant applications (40 hrs)
- Track progress and submit reports for existing grantsManage the KTS trail sponsorship program (40 hrs)
Communications, Outreach & Marketing
- Monitor and respond to KTS email and social media communications (150 hrs)
- Support social media content creation, posting, and marketing initiatives (Incl.)
- Update and maintain the KTS website (10 hrs)In the future, manage the KTS online store
Events
- Provide administrative support for the Round The Mountain event, including permits, insurance, and coordination (60hrs)
General & Miscellaneous
- Additional duties as assigned by the Board of Directors (150 hrs)
Additional OpportunitiesTrail Crew, Volunteer & Field Support
- Lead or support the Trail Crew during summer months, helping plan, coordinate, and oversee on-the-ground work (additional flexible hours)
- Run volunteer initiatives, including trail work days and community engagement events (included in "other duties," 150 hrs est.)
Training & Professional Development
KTS supports annual training in nonprofit administration or related fields. Courses must be approved in advance and will be covered by the Society pending review.
Work Environment & Requirements
- Local hybrid role: work from home + attend in-person meetings and site visits
Flexible schedule with more hours expected during spring and summerUse of personal vehicle, computer, and phone required (some expenses may be reimbursable or tax-deductible)Classified as a "manager" under the BC Employment Standards Act (not eligible for overtime or statutory holiday pay)
Job Type: Part-time
Pay: $25.00-$35.00 per hour
Expected hours: 10 – 30 per week
Benefits:
- Flexible schedule
- Mileage reimbursement
Work Location: In person
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