CharityVillage

Administrative Coordinator – Full-time, 6-month contract

Location: hybrid, with a minimum 2 days a week working from our Vancouver office

Anticipated Start Date: Early January 2025

Annual Salary: $63,000 (prorated for 6 months)

Are you a highly organized Administrator who is looking for fulfilling work in the non-profit sector with supportive colleagues and a flexible work culture? Are you keen to be working in the heart of a thriving foundation doing cutting-edge work for nature, social justice, and Indigenous rights?   

MakeWay’s Governance & Compliance department is looking for a resourceful and detail-oriented team member to deliver administrative support to the CFO, and the team with a focus on contracts and facilities. This position will report to the Sr Manager, Governance & Compliance.

MakeWay builds partnerships and solutions to help nature and communities thrive together. We are made up of two legal charitable entities: MakeWay Charitable Society, a shared platform home to over 65+ innovative community-led projects staffed by 170+ change makers; and MakeWay Foundation where about 75 people are advancing place-based programs that support Indigenous-led solutions and conservation in the North, Pacific, Manitoba, and beyond via grant-making, funder collaboratives and other tools.  Our people, projects, and partners are based across the country.

If our values align with yours and you want to learn, grow, and develop within a supportive team that shares knowledge and cares, then we want to hear from you!  Join us and make a difference. 

What You’ll Do:

Purchase Orders and Contracts

Steward purchase order and contracts processes from initial request to filing

• Coordinate preparation of contracts, including preparing first drafts using forms and templates
• Respond to needs for terminations, amendments, and other ad hoc requests
• Maintain records of contracts in accordance with naming and filing protocols
• Coordinate issuing and maintaining signing authority documentation
• Maintain tracker of all contracts in progress and provide updates to stake holders as needed
• Identify and implement process improvements

Facilities and Other Workspaces

Work closely with the CFO to provide diverse administrative supports to an organization transitioning from office-first to hybrid work environments

• Monitor centralized phone lines and emails to provide timely responses to general inquiries
• Provide oversight to the Toronto and Vancouver office locations
  • provide friendly, clear information to staff about facilities, and act as point person for staff questions
  • maintain updates to the office handbooks
  • track access key allocations to staff
  • liaise with vendors as needed
• Handle incoming and outgoing mail from the Vancouver office
• Serve as the non-voting member of the Joint Occupational Health & Safety Committee
  • act as secretary
  • coordinate annual call for members, new member training, and evaluation processes
  • serve as a site representative for the Vancouver office
  • assist in research and data collection as needed
• Process leases, venue rental, and other use of space agreements and provide administrative support for implementation as needed
• Track and renew business licenses
• Provided administrative support for insurance
  • Collect data as needed for annual renewal
  • Maintain records of insurance renewals and policies
  • Obtain and share certificates of insurance as needed

Centralized Administrative Support

• Provide expense coding and submission support
  • For the CFO and Governance & Compliance Team
  • For the Toronto and Vancouver offices
  • For organizational legal costs
• Support monthly, online All Staff meetings
• Liaise with People, Engagement, and Learning to maintain a calendar of holidays and major events to support cross-organizational planning and communication

Who You Are:

• An independent self-starter: You take initiative, manage your workload, and utilize all the resources at your disposal.
• A reliable team member: Your team can count on you to be organized, calm, and effective even under demanding deadlines.
• A detail-oriented individual: You excel at tasks that require a high level of precision and you address errors and inconsistencies when you see them.
• A great communicator: In written communication, you provide clear and actionable information. You also anticipate questions and make sure people have the information they need to make decisions.
• A highly organized planner: You have great time management and prioritization skills. You are able to plan a month or more in advance or adjust to day-of changes.

Experience You Bring:

• Alignment with the goals and values of MakeWay
• Three or more years of related work experience in one or more of the following areas: executive assistant, business administration, office coordination, and records management
• Excellent proficiency with various office administration and virtual meeting platforms (e.g. Microsoft Office 365 Suite, Box, DocuSign, Concur)
• Experience preparing business documents, including meeting minutes
• Excellent written and spoken business English and active listening skills

It Would be a Bonus if You Have:

• Experience operating in a regulated sector, such as Canada’s charitable sector, insurance, or banking
• Experience with procurement or accounts payable
• Strong understanding of the strengths and needs of individuals and communities that face marginalization based on race, Indigeneity, gender, sexuality, economic disadvantage, dis/ability, commitment to anti-oppression principles and practices, social justice, and decolonization

What We Offer:

• The opportunity to have a real impact on communities from coast to coast to coast.
• Full-time annual salary of $63,000 (prorated for 6 months).
• Three weeks’ vacation (prorated for 6 months) plus statutory holidays. MakeWay has implemented a Substitution Statutory Holiday policy which allows employees the flexibility to substitute another day for a statutory holiday. 
• 10 sick and personal days per year (prorated for 6 months).
• Winter office closure and 9-day summer fortnight program.
• Flexible work environment with remote working. 
• An active Indigenous Employees Network.
• Committed colleagues and a culture of collaboration, caring, and learning.
• High level of responsibility and autonomy.
• Opportunities and support for professional learning, including an annual $500 professional development fund, in house training, and professional membership coverage. 

How to Apply:

Please submit a resume and cover letter by clicking "Apply" on this page, which will redirect you to the full job posting on Dayforce. In your cover letter please share what makes you an ideal fit for this position and why you want to join the MakeWay Team. Applications will be reviewed on an ongoing basis. 

Hiring Process:

• Application review
• Phone screen with recruiter
• Interview 1
• Interview 2
• References and offer

MakeWay is strongly committed to equity and creating a diverse workplace community. We recognize that our recruiting and hiring processes are key to this commitment. We strive to reflect the diversity of our society on our teams and to provide a respectful workplace and equal working opportunities for all employees and applicants. We encourage all qualified applicants to apply. If you require accommodations at any point during the application or hiring process, please contact us at careers@makeway.org. 

Our sincerest appreciation to all those expressing interest in the position, however, only those applicants invited for an interview will be contacted. Thank you!