Community Articles
General News · 6th November 2024
Manda Aufochs Gillespie
Administrative and Communications Coordinator
Cortes Island Community Foundation (CICF)
Position Overview : The Administrative and Communications Coordinator is a key role at CICF, providing comprehensive administrative support to the Executive Director (ED) and the Board. This position ensures smooth daily operations, fosters donor relations, manages communications, and coordinates special projects. The ideal candidate excels in both behind-the-scenes coordination and outward-facing engagement, playing a vital role in advancing CICF's mission and strengthening community connections.
Key Responsibilities
Executive Support
Meeting & Appointment Coordination: Schedule, confirm, and prepare for ED meetings, ensuring all necessary materials and follow-up documentation are provided.
Task and Project Management: Track timelines and key deadlines for CICF, ED, and board initiatives, managing follow-up tasks to keep all parties on track.
Board and Committee Coordination: Assist with scheduling and logistics for Board and committee meetings, including reminders, meeting materials, minute-taking, and tracking action items.
Supporting Executive Education: Promote learning opportunities from the Community Foundation of Canada (CFC) and other relevant sources, supporting Board engagement and reporting back relevant information to the ED and Board.
Strategic Project Coordination: Collaborate closely with the ED (and, at times, Board committees or other staff) on high-priority projects, including grant programs, Social Profit Network activities, and nonprofit training events.
Administrative Tasks
Email & Communications Management: Monitor and respond to inquiries via CICF’s outreach and community email inboxes and phone communications, directing messages as needed.
Document & Contract Support: Oversee the processing of contracts, donor agreements, and other legal documents, facilitating effective collaboration with the ED, donors, and grantees. Work with the bookkeeping team to establish necessary financial documentation.
Digital Filing & Database Management: Maintain a digital filing system (Dropbox) and ensure accurate, up-to-date records for donors, funders, grantees, and fund-holders.
Policy Updates: Annually update the Board and Staff Handbooks to reflect current practices and policies.
Donor Relations & Engagement: Coordinate personalized acknowledgments, thank-you notes, and appreciation materials for CICF donors. Support donor education through digital and print communications, including newsletters and updates.
Event Coordination: Collaborate with the ED and Board/committees to plan and execute special events and donor gatherings that enhance community involvement and donor engagement.
Village Commons: Pavilion, Nook Shared Work and Meeting Space Coordination: Oversee scheduling, setup, and upkeep of the Nook Shared Work and Meeting Space and the Pavilion Entertainment space, including resource allocation and tech support.
Communications & Community Engagement Coordination
Content Coordination: Manage communications through newsletters, Tideline, radio, and social media, ensuring regularity, consistency, and alignment with CICF’s mission and projects.
Website Maintenance: Regularly update the CICF’s WordPress website to keep community information current and engaging.
Community Engagement Support: Facilitate CICF’s participation in community events, tracking relevant opportunities for staff and Board engagement, and represent the Community Foundation at events.
Organizational Values The ideal candidate will embody CICF’s values of innovation, collaboration, and generosity, approaching challenges with a “Yes, and” attitude. They should be enthusiastic about learning and growing within the organization.
Qualifications
Relevant Experience: Coordination or project management experience, ideally in a small business or nonprofit setting.
Self-Motivation: Highly organized, self-driven, and capable of managing tasks independently.
Communication Skills: Strong verbal and written communication skills with a professional approach to stakeholder engagement.
Technical Skills: Proficiency with Dropbox, Zoom, WordPress, and other relevant tools.
Community Knowledge: Familiarity with Cortes Island and its community is preferred.
Position Details
Compensation: $25 to $30 per hour, depending on experience, for 20 hours per week, with extended health benefits and opportunities for growth within CICF.
Work Environment: This is a hybrid role that combines remote work with weekly on-site responsibilities at the Nook or local events on Cortes Island.
**Application Process* Interested candidates are invited to submit a cover latter and resumes to hrcortesfoundation.ca. The position will remain open until the right candidate is found.
Position Overview : The Administrative and Communications Coordinator is a key role at CICF, providing comprehensive administrative support to the Executive Director (ED) and the Board. This position ensures smooth daily operations, fosters donor relations, manages communications, and coordinates special projects. The ideal candidate excels in both behind-the-scenes coordination and outward-facing engagement, playing a vital role in advancing CICF's mission and strengthening community connections.
Key Responsibilities
Executive Support
Meeting & Appointment Coordination: Schedule, confirm, and prepare for ED meetings, ensuring all necessary materials and follow-up documentation are provided.
Task and Project Management: Track timelines and key deadlines for CICF, ED, and board initiatives, managing follow-up tasks to keep all parties on track.
Board and Committee Coordination: Assist with scheduling and logistics for Board and committee meetings, including reminders, meeting materials, minute-taking, and tracking action items.
Supporting Executive Education: Promote learning opportunities from the Community Foundation of Canada (CFC) and other relevant sources, supporting Board engagement and reporting back relevant information to the ED and Board.
Strategic Project Coordination: Collaborate closely with the ED (and, at times, Board committees or other staff) on high-priority projects, including grant programs, Social Profit Network activities, and nonprofit training events.
Administrative Tasks
Email & Communications Management: Monitor and respond to inquiries via CICF’s outreach and community email inboxes and phone communications, directing messages as needed.
Document & Contract Support: Oversee the processing of contracts, donor agreements, and other legal documents, facilitating effective collaboration with the ED, donors, and grantees. Work with the bookkeeping team to establish necessary financial documentation.
Digital Filing & Database Management: Maintain a digital filing system (Dropbox) and ensure accurate, up-to-date records for donors, funders, grantees, and fund-holders.
Policy Updates: Annually update the Board and Staff Handbooks to reflect current practices and policies.
Donor Relations & Engagement: Coordinate personalized acknowledgments, thank-you notes, and appreciation materials for CICF donors. Support donor education through digital and print communications, including newsletters and updates.
Event Coordination: Collaborate with the ED and Board/committees to plan and execute special events and donor gatherings that enhance community involvement and donor engagement.
Village Commons: Pavilion, Nook Shared Work and Meeting Space Coordination: Oversee scheduling, setup, and upkeep of the Nook Shared Work and Meeting Space and the Pavilion Entertainment space, including resource allocation and tech support.
Communications & Community Engagement Coordination
Content Coordination: Manage communications through newsletters, Tideline, radio, and social media, ensuring regularity, consistency, and alignment with CICF’s mission and projects.
Website Maintenance: Regularly update the CICF’s WordPress website to keep community information current and engaging.
Community Engagement Support: Facilitate CICF’s participation in community events, tracking relevant opportunities for staff and Board engagement, and represent the Community Foundation at events.
Organizational Values The ideal candidate will embody CICF’s values of innovation, collaboration, and generosity, approaching challenges with a “Yes, and” attitude. They should be enthusiastic about learning and growing within the organization.
Qualifications
Relevant Experience: Coordination or project management experience, ideally in a small business or nonprofit setting.
Self-Motivation: Highly organized, self-driven, and capable of managing tasks independently.
Communication Skills: Strong verbal and written communication skills with a professional approach to stakeholder engagement.
Technical Skills: Proficiency with Dropbox, Zoom, WordPress, and other relevant tools.
Community Knowledge: Familiarity with Cortes Island and its community is preferred.
Position Details
Compensation: $25 to $30 per hour, depending on experience, for 20 hours per week, with extended health benefits and opportunities for growth within CICF.
Work Environment: This is a hybrid role that combines remote work with weekly on-site responsibilities at the Nook or local events on Cortes Island.
**Application Process* Interested candidates are invited to submit a cover latter and resumes to hrcortesfoundation.ca. The position will remain open until the right candidate is found.