Board & Office Administrator

This is a unique opportunity to work with an innovative not-for-profit, in an environment that is committed to working with clients, staff, and community through continuous learning, creativity, and collaboration. Cool Aid has been operating since 1968. We have close to 400 employees, fifteen supportive and affordable housing sites, three shelters, downtown health and dental clinics, and a strong complement of support and outreach services.

Reporting to the Manager of Strategic and Administrative Services, the Board & Office Administrator provides administrative, governance, and committee support to the Board of Directors, Central Services, and Housing and Shelters. This role supports effective communication, scheduling, documentation, governance requirements, and deadlines across multiple stakeholder groups and contributes to the smooth coordination of organizational priorities.

This position is focused on Board and governance-related support, which represents the majority of the role. Dedicated administrative and project support is also provided to the Director of Housing & Shelters, with additional administrative support across Central Services provided on an as-needed basis.

A narrow selection of the larger scope and responsibilities for this position includes:

• Coordinate Board and Committee meetings, including scheduling, distributing meeting notices, preparing and circulating meeting packages, attending meetings, recording and distributing minutes, and tracking and following up on action items as required.
• Organize and coordinate timely quarterly report submissions from the Senior Leadership Team; proofread, format, and finalize reports in collaboration with the CEO and Manager of Strategic and Administrative Services.
• Provide administrative and project support to the Director of Housing & Shelters, including communication, scheduling meetings, and supporting project coordination, tracking, and follow-up.
• Maintain accurate documentation and electronic filing systems in accordance with organizational standards and governance requirements.
• Provide administrative and logistical support for organizational events across the Board of Directors, Central Services, and Housing and Shelters, including scheduling, meeting space coordination, preparation of materials, registration tracking, and day-of or virtual event support as required.
• Complete a variety of special projects, including preparing PowerPoint presentations, special reports, briefing materials, and agenda documentation.
• Demonstrate the ability to work independently with minimal supervision, as well as collaboratively within a team environment.
• Be available to work occasional evenings to support scheduled Board, Committee, or organizational events.
• Perform other related duties as assigned, with flexibility to adapt to changing organizational needs.

Qualifications

Education

• A diploma or certification in business administration, or an equivalent combination of education and experience.

Experience

• A minimum of two years of administrative support experience, preferably in a not-for-profit environment.
• Experience providing administrative support for committees, including minute taking and calendaring is required.
• Experience supporting a board of directors is considered an asset.

Requirement

• Successful completion of the Ministry of Public Safety and Solicitor General Criminal Record Check.

Job Information

• Hourly Wage Rate: $33.26-$35.95
• Work Location: 101 – 749 Pandora Ave
• Schedule: Monday to Thursday, 8:30 AM to 4:30 PM, with occasional evenings required for scheduled committee meetings.
• Weekly Hours: 32
• Union: Exempt
• Benefits: We offer a comprehensive package that includes paid time off; 100% employer-paid extended health and dental benefits, including coverage for eligible dependents; access to telemedicine services through Sparrow; and our Employee Assistance Program, provided by Kii Health.
• Job Type: Part-time, Temporary (12-month contract)