Administrative Assistant / Volunteer Coordinator
We are looking for a highly organized and self-motivated person to join our team. The administrative assistant/volunteer coordinator will report to the executive director and will be a resource to the leadership team. As the volunteer coordinator, they will have a passion for bringing volunteers together to help LOUD Art Society achieve its vision and mission.
As the successful candidate, you are a quick learner, tech-savvy, have a high capacity for managing confidential information, and are able to bring projects from start to finish.
Responsibilities
Administrative Assistant
- Provide administrative support including scheduling, writing and editing support for confidential correspondence, manage documents relating to projects and programs, occasional preparation of PowerPoint presentations, briefing notes, meeting agenda and minutes, and support materials.
- Review all incoming mail and virtual requests and prioritize matters that require the executive director’s or leadership team’s attention.
- Support with governance best practices including documentation and manage acknowledgment of required policies by our staff, volunteers, and board of directors.
Volunteer Coordinator
- Attract, engage and build mutually beneficial relationships with LAS’s volunteers and potential volunteers.
- Identify opportunities for volunteer engagement and coordinate recruitment from current and prospective volunteers.
- Collaborate with team leaders and staff to assess volunteer needs and develop new roles.
- Develop and maintains partnerships with stakeholders including volunteers, staff, and various community partners to build a vibrant volunteer program.
- Enhance and develop volunteer recruitment, engagement, and retention strategies.
- Provides general screening, onboarding, and orientation for new volunteers, including mandatory training.
- Manage and assist administration team with volunteer applications.
- Set up reminders for volunteers time entry and approval deadlines.
- Support onboarding/orientation of new volunteers and staff; including ensuring required trainings are completed.
- Participate in mandatory trainings.
- Act as a point of contact for our volunteers, website visitors requesting general information.
- Coordinate office supply/art materials inventory, including monitoring supply levels and placing new orders with suppliers.
- Work with volunteer management software.
Qualifications
Education and Experience
- 3+ years of progressive administrative experience.
- Post-secondary diploma/degree in Business Administration or equivalent experience is considered an asset.
- Previous experience setting up and managing a volunteer program.
- Highly proficient in MS Office including Word, PowerPoint, Excel, and other software programs such as Adobe, Google Docs, Sheets, Forms and Slides.
- Excellent oral and written communication skills possessing the ability to interact effectively with senior leadership, staff, external providers and volunteer membership.
Who You Are
- Willingness to “pitch in” wherever needed, while being able to meet deadlines.
- Maintain a high level of professionalism and confidentiality, and building collaborative working relationships with co-workers, board members, external stakeholders and the general public.
- Capacity to work independently and meet tight deadlines.
- Excellent planning and organizational skills with the ability to perform and prioritize multiple tasks seamlessly with attention to detail.
- A proactive approach to problem-solving with decision-making capability.
- Passion for working with volunteers and in building a ground-up, exceptional volunteer program and volunteer experience.
This is a short-term position with the opportunity to become a part-time, permanent job at the end of the contract. The position lasts anywhere from three months to a year. Selected candidate must be available to give a commitment of 15 hrs/month.
Pay range: $20/hr
Location: Remote
How to apply: Please submit a letter of interest and your resume to tarav@loudartsociety.com.
Closing Date: Posting will remain open until the role is filled.
We thank all applicants for their interest, however only shortlisted candidates will be contacted.
For more information please visit www.loudartsociety.com/
