Office Coordinator

Employment Opportunity: Office Coordinator (Full-time, permanent)

Designation Status

Avalon is committed to building a diverse team that reflects the communities we serve. This opportunity is designated for applicants who identify as members of equity-deserving groups, including Mi'kmaq and Indigenous peoples, African Nova Scotian/Black communities, People of Colour, newcomers and immigrants, people with disabilities, and 2SLGBTQIA+ community members. If you feel comfortable, we encourage you to self-identify in your cover letter.

About Avalon

Avalon Sexual Assault Centre provides a continuum of supports and services to individuals of all genders affected by sexualized violence in Halifax and across Nova Scotia. Since 1983, we have advocated for survivors and worked to provide a safe space through a variety of services. We are deeply committed to trauma-informed, feminist, anti-racist, and anti-oppressive practices that centre equity, diversity, inclusion, and reconciliation. We are a proudly unionized workplace dedicated to fostering a collaborative, supportive, and trauma-informed staff environment.

About the Role

We are seeking an enthusiastic Office Coordinator to join our team. The Office Coordinator supports the smooth operation of our organization by coordinating day-to-day office activities and providing administrative support to the Avalon team. The Office Coordinator takes pride in keeping the office running smoothly and creating a stable, efficient, and organized environment. This position is ideal for someone who values collaboration, brings strong attention to detail, and wants to contribute to an organization dedicated to ending sexualized violence and supporting those impacted by it.

Responsibilities

• Frontline coordination: Respond to calls and emails, greet guests, and keep shared spaces clean, organized, and welcoming.
• Daily office support: Support with incoming/outgoing mail, cheque deposits, parking schedules, social media monitoring, and general administrative tasks for staff and leadership.
• Meetings & events: Schedule meetings, coordinate rooms and refreshments, prepare agendas, take minutes, and support events like retreats, professional development days, annual general meetings, and community gatherings.
• Tech & systems: Maintain filing systems, track office equipment and software, and coordinate IT needs, including secure setup and return of staff equipment.
• Purchasing & vendors: Monitor supplies, coordinate purchases, and liaise with vendors while keeping contracts and agreements organized.
• Onboarding & offboarding: Set up equipment and access, support paperwork and benefits forms, and ensure smooth transitions for new and departing staff.
• Team culture: Participate in staff meetings, committees, and working groups.

The right person will bring:

• Administrative experience: 3+ years' experience providing administrative support in a similar setting, or equivalent experience. If you're unsure whether your background is a match, we encourage you to still apply—just tell us in your cover letter how your experience prepared you for this role and why you'd be a great fit
• Confidentiality & professionalism: Comfort working with sensitive information and maintaining confidentiality.
• Tech confidence: Strong skills in Office 365, including Teams, Outlook, Forms, Excel, and Word.
• Organization & detail: Excellent time management, the ability to juggle priorities, and strong attention to detail.
• Clear communication: Warm, timely, and transparent communication, using the right tools and channels.
• Adaptability: Flexibility, creativity, and comfort working in a changing environment.
• Independence: Ability to take initiative and work proactively, while knowing when to seek guidance.
• Trauma-informed approach: A supportive, non-judgmental lens in all interactions.
• Values alignment: Commitment to feminist, anti-racist, anti-oppressive, and intersectional values.
• Experience in the non-profit sector and/or knowledge of gender-based and sexualized violence will be considered an asset.

Why Work for Avalon?

Avalon recognizes and values the complexity and skill required in providing support to historical and acute traumas. As a proudly unionized and anti-oppressive workplace we are committed to fostering an organizational culture that actively promotes healthy work-life balance and invests in the support and growth of staff. This includes:

• 20 paid vacation days
• 18 paid wellness days
• Employer shared extended health benefits and RRSP contribution
• Employer paid professional development
• Supportive and responsive team regarding work-life balance, burnout, and vicarious trauma

Working Conditions

• Hours: 35 hours/week (8:30 am to 4:30pm with 1-hour unpaid lunch break)
• Location: This position requires daily reporting to Avalon's downtown Halifax office
• Compensation: $29.40/hour ($53,508 per annum) with eligibility for benefits and RRSP. Note: Avalon is committed to ensuring all staff are earning the Halifax livable wage as outlined by the Canadian Centre for Policy Alternatives. The compensation for this role is reassessed every year to ensure up-to-date observance.
• Union: Avalon is a unionized workplace. The successful candidate for this position will be a bargaining unit member with SEIU Local 2.

How To Apply

Please send your resume and cover letter in a single file to Applications submitted through Indeed or without a cover letter will not be considered.

In your cover letter, please share why you are interested in working in a feminist non-profit focused on sexualized violence. We want to hear from the real you, so please refrain from using AI to create your cover letter.

Applications will be accepted until 11:59pm on December 4, 2025.

Job Types: Full-time, Permanent

Pay: $29.40 per hour

Experience:

• administrative and/or reception support: 3 years (preferred)

Work Location: In person