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Coordinator, Executive Office and Fund Development - Easter Seals BC/Yukon

Oct 01, 2021
Vancouver, British Columbia

Since 1952, Easter Seals BC & Yukon’s story has been one of hope, courage and triumph for people with disabilities. Over the years, through the BC Lions Society for Children with Disabilities, Easter Seals has provided valued programs and services to families and children that have offered hope and courage. Their work strives to build selfesteem, self-confidence and a sense of independence in the children, youth and adults.

As a member of the Senior Leadership Team at Easter Seals BC/Yukon, the Coordinator, Executive Office and Fund Development provides administrative support to the CEO, Development Department, Senior Leadership Team & Board of Directors. This full-time postition works out of Easter Seals BC/Y head office at 25th Ave & Oak Street in Vancouver.

General Office and IT Support 

  • Assist with Front of House reception, phone, deliveries 
  • First point of contact with IT support team (respond to questions, check on status, approvals, etc) & assist team members and volunteers (Board) with technical issues 
  • Work with IT team for various IT-related projects and IT support management 
  • Coordinate staff meetings and other staff-related functions 
  • In conjunction with/assist the Director Business/Finance to coordinate office rentals, work stations and ensuring all equipment and resources are in place 
  • Contribute to the team by creating and implementing systems and tools that contribute to the smooth operations of the office 
  • Take the lead in fostering a ‘team’ approach to managing common resources such as the supplies room, Boardroom, photocopier station, etc. 
  • Assist with various reports, collect data, and prepare reports as needed 

CEO/President & Senior Leadership Team Support 

  • Assist CEO/President with calendar management and travel arrangements 
  • Prepare and edit correspondence, communications, presentations and other documents 
  • Coordinate communications and meetings with various stakeholders on behalf of the Executive Office 
  • Assist with special projects as required  

Fund Development Support 

Donor Services and Stewardship  

  • Assist in maintenance of Salesforce donor database  
  • Create donor reports and queries, as required, assist with data analytics  
  • Coordinate donor thank you cards and letters  
  • Respond to donor enquiries in a timely manner  
  • Donor thank you calls and writing donor thank you cards  

Event support  

  • Support with coordinating logistics including, but not limited to, invitations, mailings, scheduling of event participants and volunteers  
  • Support with sourcing prizing for raffles, and auction items, and maintain database of inventory  
  • Provide support to third party and community events  

Communication Coordination  

  • Collaborate with Marketing team to coordinate donor recognition activities, including scheduling social media posts  
  • Support the coordination of e-appeals with Marketing team  
  • Support the Director in other fund development activity as required 
  • Coordinate mailing of newsletters and e-communications as required 
  • Support with special projects as needed e.g, 50/50 raffle, and anniversary communications  

Board & Committee Support 

Coordinate Board and Committees meetings 

  • Schedule meetings & manage meeting logistics 
  • Create and distribute Board/Committee meeting agendas and complete meeting packages in a timely manner 
  • Prepare and distribute minutes and action items 

Coordinate AGM 

  • Manage AGM logistics 
  • Create and distribute AGM notices and meeting package ensuring compliance with Bylaws 
  • Prepare yearly meeting script, minutes and action items 
  • Coordinate and submit all entities yearly filing ensuring compliance with BC Societies Act 
  • Maintain the Society’s Board and governance files, including Bylaws, incorporation documents, and records of motions 
  • Provide administrative support to the Board Chair, Committees Chairs and other Board members as required 
  • Assist Board members with travel arrangements and other Board-related requests 

Volunteer Management 

  • Manage Board & committee member record keeping (Recruitment, official documents, contact information, terms & years of service) 
  • Manage Volunteer recognition 
  • Ongoing research and implementation of volunteer management best practices 
  • Assist the team in the identification of volunteer needs, and the development of volunteer role descriptions 
  • Develop and support the onboarding and orientation process for new volunteers; and provide ongoing training and development of current volunteers 
  • Manage/Assist with the recruitment and placement of volunteers for office support, special events 

Qualifications and Experience  

  • Experience researching and recording information in a clear and proficient manner  
  • Strong written and verbal communications skills, including excellent command of the English language 
  • Organized with strong attention to detail   
  • Able to work independently, and within a team 
  • Superior computer skills, including skills with web-based technologies, Microsoft Office 
  • Familiarity with CRM databases is an asset 
  • Experience with social media platforms an asset  
  • Possess excellent telephone and email etiquette  
  • Exhibits a professional, confident and outgoing demeanor

Easter Seals Offers:

Full time, workplace location - head office, 25th Ave & Oak Street Vancouver

Benefits (upon eligibility); Group Life and AD&D, Dental, Extended Health and Long Term Disability

After eligibility employment term completed, entitled to join our RRSP Group Plan with employer contributing up to 6% to match the employee’s contribution.

Easter Seals is a respectful, caring and inclusive workplace. We welcome diversity and encourage applications from all qualified individuals including members of visible minorities, aboriginal persons, and persons with disabilities. 

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