PLEASE SEND APPLICATION DIRECTLY TO chair@coquitlamfoundation.com
Reports To: Executive Director
Position Type: Part-Time Contract (Hours to be negotiated; flexible schedule)
Location: Hybrid / Remote (Must be local to the Tri-Cities, BC for event and meeting support)
Application Deadline: Ongoing until position is filled
Position Overview
The Coquitlam Foundation is growing! We are seeking a highly organized, detail-oriented, and local Administrative Assistant to join our team. Reporting directly to the Executive Director (ED), this part-time contract role is essential to ensuring the smooth, day-to-day operational success of the Foundation.
The successful candidate will provide vital administrative support to the ED, manage routine fundholder and public inquiries, assist with Board of Directors meeting preparation, and provide hands-on support for community events. This is an excellent opportunity for a proactive administrative professional looking to make a meaningful, tangible impact in the Tri-Cities community.
Key Duties and Responsibilities
- Board & Governance Support
- Assist the Executive Director in preparing agendas, packages, and logistics for Board and Committee meetings.
- Attend Board meetings to take accurate, professional minutes and track action items.
- Provide logistical support for the Annual General Meeting (AGM), including coordinating timelines and materials.
- Fundholder Relations & Inquiry Management
- Serve as a warm, responsive point of contact for general inquiries to the Foundation via email and phone.
- Support existing fundholders by addressing routine questions, coordinating fund needs, and routing complex inquiries to the ED.
- Assist with correspondence and documentation related to the annual grants and scholarship application cycles.
- Operations & Document Management
- Manage data entry, record-keeping, and general tracking spreadsheets (e.g., grant committee trackers).
- Oversee digital filing, archiving, and document coordination within the Foundation’s cloud-based file systems.
- Event & Communications Support
- Provide administrative support for Foundation events (e.g., tracking attendance, managing ticket sales, drafting email blasts).
- Assist with the creation of basic marketing materials.
- Update the Foundation’s website and support communications on social media platforms to keep the community engaged.
- Provide physical, on-the-ground support at local events as needed.
Essential Skills and Qualifications
- Location: Must reside in the Tri-Cities area (Coquitlam, Port Coquitlam, Port Moody) to effectively attend local meetings and support community events.
- Communication: Exceptional written and verbal communication skills, with a strong emphasis on accuracy, editing, and attention to detail.
- Interpersonal Skills: A proven ability to interact professionally and empathetically with donors, fundholders, volunteers, and the public.
- Technical Proficiency: * Advanced competence in Microsoft 365 (Word, Excel, PowerPoint, Outlook).
- A sophisticated understanding of Cloud technology and a strong aptitude for learning proprietary database and file-sharing systems.
- Comfort with basic website updates and social media management.
- Advantage if any experience using Community Suite or Airtable, or similar platforms.
- Autonomy: Demonstrated ability to multi-task, prioritize shifting deadlines, and work independently in a virtual/remote environment with minimal supervision.
Compensation & Terms
- Hourly Rate: $22.00 – $26.00 per hour, commensurate with experience.
- Hours: Up to 20 hours per week.
- Flexibility: Enjoy excellent schedule flexibility. While you can largely set your own hours, you must maintain a stable period of overlapping availability online during the workweek to collaborate directly with the Executive Director.
- Schedule Note: Hours may fluctuate slightly depending on the event calendar and board meeting cycles; occasional evening/weekend hours will be required to support board meetings and community events.
Ready to make a difference?
If you are a Tri-Cities local who loves organization and community impact, we want to hear from you. Please submit your resume and a brief cover letter outlining your administrative experience to chair@coquitlamfoundation.com.
The Coquitlam Foundation is an equal opportunity employer. We thank all applicants for their interest; however, only those selected for an interview will be contacted.