“To preserve and enhance the quality of life for the residents of Hillhurst Sunnyside.”

Job Title: Leadership Coordinator
Department: Administration
Reports to: Director of Operations
Hours of work: 20 hours per week within 4 days per week onsite
Pay Range: $25 to $27 per hour
Position Type: Fixed Term for one year
(This is a newly created position that will be evaluated by 9 months to determine if it will be extended or considered for the possibility of it becoming a permanent position.)

Organization Description:

Hillhurst Sunnyside Community Association (HSCA) is a large, vibrant, inclusive community centre offering community-based programming, childcare, sports and recreation facilities, and private hall rentals.

Position Description:

We are seeking a highly organized and proactive Leadership Coordinator to provide dedicated support to our leadership team, with a primary focus on the Executive Director. This role is essential in ensuring smooth daily operations, effective communication, and efficient time management for leadership. A strong emphasis for this position is on problem-solving, coordinating projects, and the ability to investigate solutions that may require collaboration with external organizations. The ideal candidate will have exceptional attention to detail, excellent problem-solving skills, and the ability to manage multiple priorities effectively.

Responsibilities:

Administration and Leadership Support

Serve as the primary administrative support for the Executive Director, managing their email, calendar, and scheduling meetings. Provide support to other Directors as requested.

Anticipate the needs of leadership, proactively addressing administrative and logistical tasks.

Investigate and implement solutions to complex problems that may require collaboration with other departments or external organizations.

Prepare and edit correspondence, reports, presentations, and other documents as required.

Handle confidential information with high degree of discretion and professionalism.

Community Projects Support

Communicate and engage with community members and other external stakeholders to facilitate community-led projects. Examples include public art and placemaking projects.

Liaise with multiple stakeholders including City staff, community members and funders with the goal of moving projects to completion. This will include funder deadlines and reporting requirements.

Proactively identify issues, develop solutions, and implement strategies to decrease unexpected challenges.

Research and compile information from multiple sources to support project execution and leadership decision making with focus being on project execution and completion.

Meeting and Event Coordination

Schedule and coordinate meetings, ensuring agendas, materials, and minutes are prepared and distributed.

Organize leadership meetings, special events (such as the Annual General Meeting), including logistics, catering, and technology setup.

Attend meetings as needed to record notes, track action items, and follow up on deliverables.

Communication and Liaison

Organize and support communication with the Board of Directors.

Act as a key point of contact between the leadership team and stakeholders.

Draft and coordinate correspondence, announcements, and reports.

Ensure smooth communication by maintaining clear documentation and tracking priorities.

Operations Administration

Maintain and organize electronic and physical files, including SharePoint files.

Act as the liaison between team members and third party IT support to ensure challenges are resolved.

Schedule and chair OH&S committee meetings.

Support HR administration functions such as scheduling interviews and completing onboarding checklist.

Administrate various online accounts, examples such as DocuSign TechSoup.

Assist with tracking and submitting credit card transactions, invoices and expense reports for leadership.

As an organization with highly diversified programs and services taking place seven days a week, the responsibilities of this role may fluctuate from those above, as such, the ideal candidate for this role will be highly proactive and adaptable with a willingness to provide support where it’s needed most, including duties which may not be defined in this job description. Hours may fluctuate occasionally to accommodate attendance at events periodically.

Qualifications:

Minimum 2 years of experience working in an administrative role.

High proficiency in Microsoft Office Suite (Word, Excel, Outlook) as well as Microsoft Planner and the ability to quickly learn new software.

Strong organizational and problem-solving skills with exceptional attention to detail.

Excellent communication skills, both written and verbal.

Ability to investigate and implement solutions that require collaboration with external organizations.

Strong time management skills and the ability to handle multiple priorities.

Ability to work independently and to collaborate with a team.

Ability to maintaining a high level of professionalism and discretion.

The ideal candidate will have some project management experience and previous experience supporting leadership as well as experience working within the non-profit sector.

A willingness to participate in and contribute to shared learning and development with your team related to Equity, Diversity and Inclusion, Truth and Reconciliation and Anti-Racism.

About Us:

At HSCA, we offer competitive salaries within the non-profit industry and exceptional work life balance. High quality child care services are located in the building with a discount for staff members, ensuring peace of mind while you work. Staff receive an HSCA membership including community discounts to a number of community businesses and access to Bow View Outdoor Pool. There is free parking onsite for staff as well as premium access to our weekly Farmer’s Market. Our intention is to foster a sense of belonging and community. Join us and make a meaningful impact while enjoying a fulfilling and balanced professional life.

Application Process:

To apply email the following to mydreamjobis@hsca.ca

Resume
Brief cover letter including:
your most relevant experience that applies to this specific position
reasons for your interest in the role including why this role would be ideal for you

We thank all applicants for their interest, but only those selected for an interview will be contacted.

HSCA is an equal opportunity employer committed to diversity and inclusion in the workplace. Please note that this posting does not have a specific end date. It will remain open until a suitable candidate is found.