Assistant Executive Director

Location: Cold Lake, Alberta
Business Address: A St, Cold Lake, AB T9M 1R3

Reports To: Executive Director

Job Type: Full Time - 40 hours per week, Permanent
Language of Work: English
Salary: $48,000 to $55,000
Benefits: No

About the Cold Lake Food Bank: The Cold Lake Food Bank is a vital community organization dedicated to alleviating food insecurity for individuals and families in Cold Lake and surrounding areas. Our vision is a community free from food insecurity. We strive to provide a welcoming, safe environment guided by the values of respect, compassion, and honesty. Committed to using resources wisely, we continuously innovate to improve services, value our staff and volunteers, and demonstrate leadership for meaningful social change.

Position Summary: The Assistant Executive Director (AED) is a key leadership position responsible for supporting the Executive Director in the overall management, operation, and strategic direction of the Cold Lake Food Bank. This role is focused on leadership and ensuring the smooth running of day-to-day operations while streamlining processes and procedures. It involves significant collaboration with the Executive Director and shared responsibilities due to the nature of the CLFB and the small team. The AED will play a critical role in enhancing our food support services, strengthening community relationships, supporting fundraising initiatives, and optimizing volunteer engagement to ensure the efficient and effective delivery of food assistance to those facing food insecurity. This role requires a dynamic individual with strong organizational, interpersonal, and leadership skills, a passion for community service, and a deep understanding of the unique needs of the Cold Lake community.

Key Responsibilities:

I. Operational Management & Program Support

• Support the Executive Director in overseeing daily operations, including food procurement, inventory management, and distribution logistics at both Cold Lake Food Bank locations.
• Participate in purchasing, inventory tracking, and operational efficiency improvements.
• Ensure compliance with food safety, health regulations, Food Safe, and FBC standards, reporting any discrepancies.
• Assist in delivering the Food Hamper Program, ensuring respectful, effective service delivery.
• Collect data on program outcomes, community impact, and operational performance.
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II. Financial Management & Fund Development

• Assist with full-cycle bookkeeping, including accounts payable/receivable, reconciliations, and preparation of financials to the accountant.
• Support budget preparation, expense monitoring, and financial reporting alongside the Executive Director.
• Actively contribute to fundraising efforts, including grant writing, donor stewardship, and community events.
• Help cultivate and maintain relationships with corporate sponsors, individual donors, and partners.
• Track, acknowledge, and report on donations, and explore new funding opportunities to advance the mission.

III. Community Engagement & Partnership

• Represent the Cold Lake Food Bank at community events, meetings, and public forums.
• Build and maintain strong relationships with community partners and explore collaboration opportunities.
• Support public communications and promote awareness of the Food Bank's mission through social media, website updates, and outreach, particularly when the ED is unavailable.

IV. Volunteer & Staff Support

• Lead volunteer recruitment, training, scheduling, and recognition, creating a positive and respectful environment.
• Provide regular check-ins with volunteers to support engagement and resolve concerns.
• Assist the ED in supervising and mentoring staff, fostering teamwork and collaboration across the organization.

V. Strategic & Organizational Development

• Contribute to strategic and operational planning, supporting long-term goals for growth, sustainability, and impact.
• Identify emerging community needs and recommend adaptive strategies.
• Assist in developing and reviewing organizational policies, ensuring alignment with guiding values and best practices.
• Play an active leadership role in organizational change and continuous improvement initiatives.

VI. Administration & Communication

• Prepare reports, correspondence, presentations, and updates for the Executive Director, Board, funders, and partners.
• Maintain accurate records and databases for clients, volunteers, donors, and inventory.
• Assist with internal and external communications, including social media, newsletters, and website content.
• Perform additional duties as assigned by the Executive Director.

Qualifications:

Education

• Post-secondary diploma or degree in accounting, non-profit management, business administration, or a related field is considered an asset.

Experience

• Minimum 2 years of business/administrative experience, preferably in nonprofit operations, financial management, or fund development.
• Demonstrated experience in full-cycle bookkeeping, including accounts payable/receivable, reconciliations, and financial reporting.
• Proven success in fundraising, grant writing, and donor stewardship.

Skills

• Strong administrative and organizational abilities, with the capacity to manage multiple priorities and deadlines in a dynamic environment.
• Exceptional leadership and team-building skills, fostering a respectful and collaborative work environment.
• Excellent written and verbal communication, including public speaking and presentations, to effectively convey the organization's mission and needs.
• English language proficiency (reading, writing, speaking, and comprehension) is required.
• Effective relationship-building skills with diverse stakeholders, including donors, community partners, and volunteers.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with database or financial management software is an asset.

Knowledge 

• Solid understanding of nonprofit operations, governance, and financial management, including budgeting and reporting.
• Familiarity with food security issues, food handling safety, and applicable Alberta regulations.
• Knowledge of the Cold Lake community and its social and economic context is an asset.

Personal Attributes

• Deep commitment to the Cold Lake Food Bank's mission to eliminate food insecurity.
• Empathetic, compassionate, and culturally sensitive, with respect for individual dignity and diversity.
• Proactive, self-motivated, and adaptable to evolving community needs.
• Ability to work both independently and as part of a collaborative, small-team environment.

Expectations

• 40 hours per week, Hybrid – On-site and Remote.
• Be prepared for job requirements to sometimes surge, prioritizing accordingly during these times (e.g. Christmas Food Hamper Program).
• Be available to step in for Monday/Friday shifts if required (not common).
• This list is not comprehensive and is subject to change if/when required with both parties' concordance.

Working Conditions

• May involve some physical activity, such as lifting or moving food items (within reasonable limits), adhering to safe handling practices.
• Access to reliable transportation is required for community outreach and operational needs within Cold Lake and potentially surrounding areas.

To Apply: Please submit your resume and a cover letter, specifically outlining your qualifications and how your experience aligns with the mission and values of the Cold Lake Food Bank, to We thank all applicants for their interest; however, only those selected for an interview will be contacted.

The Cold Lake Food Bank is an equal opportunity employer and values diversity in its workforce. We encourage all qualified individuals to apply.