Mentor Canada is seeking a highly organized, remote Administrative and Operations Coordinator to support our Executive Director and streamline our daily operations, HR, and organizational systems.
Position Summary
Reports to: Executive Director
Position: 1.0 FTE
Location: Remote
Salary : $50,000-$60,000.00
The Administrative and Operations Coordinator is responsible for providing administrative and operational support to the organization, assisting with Board meetings, governance and organizational documentation, HR coordination, and managing administrative and operations requirements. Reporting to the Executive Director, the Administrative and Operations Coordinator also helps maintain organizational systems, manages contracts, monitors inquiries, and assists with website updates and Salesforce data management.
Key Responsibilities
The following outlines the key responsibilities of the Administrative and Operations Coordinator:
Board & Governance Support
-
Assist in scheduling and preparing for Board meetings, including agenda distribution and compiling reports.
-
Record and distribute meeting minutes.
-
Maintain governance records and ensure compliance with organizational policies and regulatory requirements.
Human Resources Support
-
Coordinate position descriptions, job postings, and recruitment processes.
-
Support performance review processes.
-
Maintain all employee and HR records compliant with governing privacy legislation.
-
Assist in updating HR and Operational policies and procedures, including the development of forms and tools.
-
Manage and track contracts, agreements, and related documentation.
-
Assist with recruitment processes including postings, first level candidate screening, scheduling interviews and preparing offer letters.
-
Coordinate and monitor on and off boarding processes.
Administrative & Operational Support
-
Monitor and respond to emails and general inquiries, directing them appropriately.
-
Maintain accurate records in Salesforce, SharePoint and other organizational databases.
-
Support all staff meetings, manage meeting agendas and prepare meeting minutes for approval and distribution as required
-
Assist with website updates, and online content management.
-
Organize office operations, scheduling, and administrative procedures to support efficiency.
-
Provide general support for internal and external communications including stakeholder emails, PowerPoint presentations and email marketing
-
Make travel and accommodation arrangements for the Executive Director and members of the leadership team.
-
Manage Executive Director’s calendar and monitor emails including drafting responses as necessary and appropriate.
-
Provide support with Corporate Credit card Management
-
Provide Support with SaaS management
-
Manage Organizational Intranet (SharePoint)
-
Special projects as required
Qualifications
Education
-
Post-secondary diploma or degree in Business Administration, Human Resources, Non-Profit Management, or a related field.
Skills and Experience
-
Minimum of 2-3 years of experience in administrative, HR, or operations support roles, preferably in a non-profit environment.
-
Ability to speak and write fluently in French is an asset.
-
Experience with recruitment coordination, contract management, and is an asset.
-
Strong organizational and time management skills with attention to detail.
-
Proficiency in Microsoft Office Suite, Salesforce (or similar CRM), and basic website management tools.
-
Excellent written and verbal communication skills.
-
Ability to manage multiple priorities efficiently in a fast-paced environment.
-
Strong problem-solving skills and ability to work independently and collaboratively.
-
Excellent written and verbal communication skills.
Please send a cover letter and resume to: careers@mentorcanada.ca