Dear Prospective Candidate,
Thank you for your interest in the Executive Coordinator position within our organization. We appreciate, and recognize the time and effort put into your applications and interviews. If you applied for this position in December, there is no need to reapply. Your application is still under consideration, and we will be reviewing all submissions thoroughly. We appreciate your patience and understanding during this process.
The past Executive Coordinator that was in a term and was hired permanent through this process, has recently decided to move on to an amazing opportunity that is better suited to their educational background. While we are sad to see her go, we are also incredibly excited for their future long-term career plans in the tech industry. This new role aligns perfectly with their aspirations and expertise, which we, as a charitable organization, were unable to provide. We wish them all the best in their new endeavor and are confident that they will excel in their new position. With that, we are reposting the job position.
Thank you once again for your interest in joining our team.
Dear Prospective Candidate,
We are excited to announce that the Community Foundation is seeking a passionate and dedicated individual to join our team. As a registered charity, we are committed to enriching the quality of community life and making a positive impact on the lives of those we serve. We believe that our close-knit team is the heart of our success, and we are looking for team players who share our vision and values.
At the Community Foundation, we strive to create an environment where every team member can thrive and contribute to the success of others. We are looking for individuals who are not only skilled and experienced but also driven by a desire to make a meaningful difference in the community. Our mission is to foster a collaborative and supportive work environment where innovation, excellence, and accountability are at the forefront of everything we do.
If you are passionate about community service and are eager to be part of a dynamic and impactful organization, we encourage you to apply. Please send your resume and cover letter to [email protected] and your application will be held in strict confident no matter what stage you reach in the process. Please ensure the title of the position is in the subject line. We look forward to learning more about you and how you can contribute to our mission. Deadline to apply is March 28, 2025 at midnight.
The successful candidates shall be subject to a Criminal Record Check as a condition of employment. The South Saskatchewan Community Foundation is an equal opportunity employer and we encourage applications from a diversity of backgrounds. We appreciate all expressions of interest. Only those invited for an interview will be contacted.
Thank you for considering a career with the Community Foundation. Together, we can achieve great things and make a lasting impact on our community.
Sincerely,
South Saskatchewan Community Foundation
Mission: The South Saskatchewan Community Foundation facilitates and guides philanthropy to enrich the quality of community life.
Organization Goals: The Foundation has high-level goals applicable for each and every position that help maintain the close-knit team environment at the Community Foundation while ensuring that all team members are working towards common objectives that align with the Foundation’s mission and vision.
- Team Player: Contribute to the success of others at the Community Foundation by fostering a collaborative and supportive work environment. This includes actively participating in team activities, sharing knowledge, and assisting colleagues in achieving their goals.
- Community Impact: Strive to make a positive impact on the community by aligning efforts with the Foundation's mission to enrich the quality of community life. This involves understanding community needs, building partnerships, and working towards the Foundation's strategic imperatives.
- Excellence in Service: Commit to providing outstanding service. This includes being responsive, professional, and dedicated to meeting the needs of donors, fund advisors, charity partners, stakeholders, and community members.
- Innovation and Improvement: Continuously seek ways to improve processes, services, and community engagement. This involves being open to new ideas, embracing change, and contributing to the Foundation's strategic goals of increasing brand awareness and expanding presence beyond Regina.
- Accountability and Stewardship: Ensure accountable and prudent management of resources. This includes being transparent, responsible, and ethical in all actions, and contributing to the Foundation's financial goals of achieving a balanced budget and increasing discretionary and legacy funds.
- Professional Development: Commit to personal and professional growth by seeking opportunities for learning and development. This includes staying informed about industry trends, participating in training, and contributing to a culture of continuous improvement.
At the Community Foundation, you will be a part of a passionate team dedicated to making a lasting impact on our community, where your contributions are valued, and your growth is nurtured.
EXECUTIVE COORDINATOR
Position Summary:
Under the direction of the Executive Director, the Executive Coordinator is responsible for providing comprehensive administrative, logistical, and organizational support to the Executive Director, Senior Director(s) and the Board of Directors. This role also involves supporting event management, data gathering, and tracking project initiatives as required. Additionally, the Executive Coordinator will assist the Community Foundation office in administrative duties, document retention, and donor relations.
This position is expected to be in the office an average of seven days over a two-week period in coordination with the Finance Clerk. This position is the office coordinator and the front face of the office and therefore, has reduced virtual flexibility than other Foundation staff.
Strategic Alignment of the Position:
The Executive Coordinator plays a crucial role in ensuring the smooth operation of the Board and Executive Director’s activities, aligning with the Foundation’s strategic goals of effective governance, operational excellence, and enhanced community engagement. By providing high-quality administrative support, this position contributes to the overall efficiency and effectiveness of the Foundation’s mission and objectives.
Key Yearly Goals and Targets:
- Board Coordination:
- Ensure timely and accurate preparation and distribution of Board meeting materials.
- Coordinating a streamlined and effective orientation process.
- Managing all policy and procedure changes including the HR manual.
- Administration:
- Being the friendly first voice of the Foundation.
- Support the Executive Director in achieving strategic initiatives and project milestones.
- Maintain up-to-date planning calendars and communicate key dates and deliverables to relevant staff.
- Office organization is responsible for this position, including the storage room and supply ordering.
- Parking and other scheduling is completed with transparency and accuracy.
- Coordinating a streamlined and effective orientation process for all new staff.
- Impact Activities:
- Enhance donor relations through efficient administrative support and document retention.
- Tracking and accountability measures for the KPI’s of all positions in the Foundation.
- Facilitate the successful execution of Foundation events and initiatives.
- Manage the Friends of the Foundation Program
- Ensuring all past board members receive regular communication and every member has updated information.
- Attendance at all major Foundation events.
Average Week:
- 10 hours (29%) - Board Operations and Meetings includes managing day-to-day Board operations, preparing and distributing Board meeting materials, maintaining the Board's yearly meeting schedule, and drafting minutes of Board and Committee meetings.
- 8 hours (23%) - Administrative Support providing comprehensive administrative support to the Executive Director, including calendar management, travel arrangements, and meeting preparation. This can include other support for other staff including Senior Directors.
- 5 hours (14%) - Event Management includes facilitating the successful execution of Foundation events and initiatives, including the Friends of the Foundation program.
- 4 hours (11%) - Policy and Document Management includes assisting with updating and tracking Board policies and staff internal policies and ensuring consistent and appropriate formatting for Board and committee meeting documents.
- 3 hours (9%) - Operational Planning including coordinating and supporting updates for operational planning documents, such as balanced scorecards, key performance indicators, and risk management documentation.
- 3 hours (9%) - Office Management will include overseeing office requirements, including ordering supplies, maintaining inventory, and ensuring a clean and organized workspace.
- 2 hours (6%) - Miscellaneous Tasks can include performing other general duties as requested, including backup for the Finance Clerk and other staffing positions at the Officer level. This includes attendance at general staff meetings.
Disclaimer: The average weekly timing mentioned in this job description represents a typical year and is not an accurate representation of every week. Some weeks may be heavier in certain job duties compared to others. For example, finance staff may experience increased workloads during audit periods, staff involved in board duties may be busier in the week leading up to a board meeting, and grant-related roles may see a surge in activity towards the end of the year. We appreciate your understanding and flexibility as workloads may vary throughout the year.
Key Responsibilities:
- Manage the day-to-day Board operations and quarterly Board meetings.
- Maintain the Board's yearly meeting schedule, planning calendars, and communication of key dates.
- Friends of the Foundation program is keeping current and past board members engaged in the Foundation and having two celebration events each year (tied to other events is ideal). Track and maintain contact information and keep an up-to-date list of all past and current board members including their contact details and any relevant information.
- Assist with establishing and tracking meeting agendas and the flow of items with the Executive Director, Senior Director(s) and Board Chairs.
- Manage the Executive Director’s calendar, provide support and research for meetings, organize travel, and assist with administrative tasks.
- Ensure consistent and appropriate formatting for Board and committee meeting documents, and timely provision of documentation.
- Aggregate, review, and create high-quality Board meeting packages, posting them online in accordance with required timelines.
- Coordinate and support updates for operational planning documents, such as balanced scorecards, key performance indicators, and risk management documentation.
- Oversee Board, Executive Director, and other applicable staff’s registration and travel requirements, including completing expense claims.
- Assist with updating and tracking Board policies and staff internal policies regularly.
- Draft minutes of Board and Committee meetings, track board documentation, and ensure appropriate storage of minutes.
- Prepare post-meeting action items and status updates, managing follow-up reporting to ensure timely completion and response.
- Manage and execute annual Board operational processes, including Board member and employee attestations and signatures on legal documents.
- Support the implementation of by-laws, Board policies, the human resource manual, and other applicable policies, ensuring they reflect leading practices.
- Maintain Board member and staff appointment records, terms, and contact lists, and coordinate onboarding processes.
- Support the development and planning of Board education programs and retreats.
- Collaborate with relevant staff and external consultants to implement required changes to policies and by-laws.
- Oversee office requirements for the Foundation, including ordering office supplies, keeping inventory, and maintaining a clean and organized workspace.
- Complete the regular checks and updates of obituaries tracking.
- Perform all other general duties as requested, including backup for the Finance Clerk and the other staffing positions at Officer level.
Donor and Fund Advisor Stewardship:
Every team member at our Foundation plays a crucial role in fostering strong relationships with our donors and fund advisors. While this responsibility may not be explicitly outlined in individual job descriptions, it is essential for the success of our organization. Each employee is expected to actively contribute to donor and fund advisor stewardship by:
- Demonstrating a commitment to understanding and supporting the needs and goals of our donors and fund advisors.
- Engaging in positive and meaningful interactions with donors and fund advisors, ensuring they feel valued and appreciated.
- Collaborating with colleagues to share insights and strategies that enhance donor and fund advisor relationships.
- Participating in Foundation events and initiatives that promote donor and fund advisor engagement.
- Upholding the highest standards of professionalism and integrity in all communications and interactions with donors and fund advisors, including adhering to the Donor Service Policy.
By collectively focusing on donor and fund advisor stewardship, we can ensure the long-term success and impact of our Foundation.
Qualifications:
- Exceptionally organized and detail oriented.
- Minimum of 2 years of Board governance administration experience.
- Positive customer service attitude, efficient time management skills, and clear problem-solving abilities.
- Ability to remain calm under pressure and work within strict timelines and deadlines.
- Certificate from formal education and training in business and/or office administration, with at least 3 years of experience.
- High proficiency in spoken and written English.
- Self-starter with the ability to prioritize workload.
- Experience with the principles of office administration.
- Advanced skills with Microsoft Office suite (Word, Excel, PowerPoint, Zoom, Teams), videoconferencing software, and experience uploading board information to different platforms.
- Experience working within Customer or Community Relationship Management (CRM) databases.
- Demonstrated passion for working with community-based or non-profit organizations is an asset.
- Ability to work in a small team environment.
- Sound judgment, diplomacy, and confidentiality skills.
- Resourceful and proactive in addressing issues.
- Strong collaborator who works well with all levels of the organization.
Detailed Tasks:
- Manage and coordinate all aspects of Board operations, including scheduling, documentation, and communication.
- Provide comprehensive administrative support to the Executive Director, including calendar management, travel arrangements, and meeting preparation.
- Ensure timely and accurate preparation and distribution of Board meeting materials, maintaining high standards of quality and consistency.
- Support the development and implementation of operational planning documents and key performance indicators.
- Oversee office requirements, including ordering supplies, maintaining inventory, and ensuring a clean and organized workspace.
- Assist with updating and tracking Board and staff internal policies.
- Draft and manage minutes of Board and Committee meetings, ensuring proper documentation and storage.
- Prepare post-meeting action items and manage follow-up reporting.
- Support the implementation of by-laws and Board policies.
- Maintain records of Board and staff member appointments, terms, and contact lists.
- Coordinate onboarding processes for new Board and staff members.
- Support the planning and execution of Board and staff education programs and retreats.
- Collaborate with staff and external consultants to implement policy and by-law changes.
Salary Range:
- Level 6: Salary from $60,000 to $75,000 per year.
This Position Reports to:
- Executive Director, including all performance and time-off requests.
- In-Directly Reports to: Director, Finance & Strategic Operations
Job Description Last Updated: March 2025
Benefits
By joining the Community Foundation, you will not only be part of a passionate team dedicated to making a lasting impact on our community, but you will also enjoy a comprehensive benefits package designed to support your well-being and professional growth.
We support training and conferences for team members as outlined in our yearly plan. Our goals are to develop our team members and foster a culture of continuous improvement.
A few additional benefits of working for the Community Foundation (subject to change):
- Work Week:
- One of the great benefits of working at the Community Foundation is that our salaries are based on a 35-hour work week, rather than the standard 40 hours. This means you get the same competitive salary while enjoying a better work-life balance with more personal time each week. This is a significant advantage that allows you to maintain a healthy balance between your professional and personal life.
- Typical workdays are from 8:30 am to 4:30 pm with a one-hour, unpaid lunch from 12:00 pm to 1:00 pm.
- Vacation:
- 3 Weeks (15 business days) Vacation
- Additionally, employees typically receive an extra 5-6 days off during Christmas (reviewed annually). These days are in addition to the 3 weeks’ vacation.
- An extra week of vacation is received at 10 years of service to the Foundation.
- The Foundation observes twelve paid holidays, including New Year’s Day, Family Day, Good Friday, Victoria Day, Canada Day, Saskatchewan Day, Labour Day, Thanksgiving Day, Remembrance Day, Christmas Day, Boxing Day, and the National Day for Truth and Reconciliation (reviewed annually). This is two more than the Saskatchewan Statutory holidays.
- Comprehensive Benefits Package:
- RRSP Matches: We offer a 6% matching pension plan to help you save for your future (after a three-month vesting period).
- Employee Health & Life Benefits: Access to a wide range of health and wellness benefits (after a three-month vesting period).
- Life Insurance: 2x annual wage life insurance, with additional coverage for your spouse ($10K) and children ($5K).
- Disability Coverage: Short-term and long-term disability plans to support you in times of need.
- Critical Illness Coverage: $25K coverage for critical illnesses.
- Drug Coverage: 80% coverage for prescription drugs.
- Practitioner Coverage: $500 per practitioner per year for services such as acupuncture, chiropractic, dietetics, massage therapy, naturopathy, osteopathy, physiotherapy, podiatry, and speech therapy.
- Mental Health Support: $2,000 combined each year for psychologists, psychotherapists, and social workers.
- Vision Care: One eye exam every 2 years and $200 for glasses or contacts every 2 years.
- Dental Coverage: 80% standard dental coverage and 50% major dental coverage.
- Hospital Coverage: 100% coverage for hospital stays.
- Additional Coverage: Includes medical equipment, private duty nursing, hearing aids, orthopedic shoes, orthotics, and emergency travel.
- Employee Family Assistance Program (EFAP).
- Health Care Spending Account: A $500 health care spending account to cover additional health-related expenses.
- Donation Matching Program
- The Foundation offers an annual matching donation program of up to $1,200 to any Legacy (Endowment) Fund held at the Foundation, encouraging community giving by employees and supporting the long-term sustainability of the Foundation and local charities. This matching program is made possible by an anonymous donation. Personal family Legacy Funds can begin with $100 and we have a payroll deduction program that many employees utilize.
- Work-Life Balance: Benefit from flexible hours and a hybrid work environment that allows you to balance your professional and personal life effectively. The Foundation respects and welcomes the diversity of employees' religious beliefs and practices, ensuring equal opportunities and dignity, and provides a process for requesting religious accommodations through the Executive Director.
- Sick time: The Foundation provides sick leave to protect employees against income loss due to illness, non-work-related injury, surgery, medical appointments, or mental health days, with accrual of one day per month for full-time employees. Sick time accumulated during the year is reset December 31 each year back to a maximum of 35 hours (5 days) of banked sick time.
- Compassionate Leave: The Foundation provides up to five paid days of compassionate care leave per year for employees caring for a gravely ill family member, that can be utilized from sick leave, with the option to apply for Employment Insurance (EI) benefits for extended leave.
- Bereavement Leave: The Foundation provides up to five paid days of bereavement leave for employees to grieve, attend a funeral, and make end-of-life arrangements for immediate family members, with additional unpaid travel time available if the funeral is outside Saskatchewan. Five days are available per year in addition to sick leave.
- Maternity, Adoption & Parental Leave: The Foundation provides maternity, adoption, and parental leave benefits in accordance with the Government of Canada’s Employment Insurance Benefits and the Saskatchewan Employment Act.
- Additional Perks:
- Enjoy a cell phone allowance: $50/month for use of your cell phone with an application that provides you a Foundation number. Directors receive reimbursement up to $140/month.
- Home office allowance: $25/month for home office expenses.
- Parking benefits: The office of the Foundation is downtown, and all parking is covered for free as an additional benefit.
We have a wholesome and comprehensive human resource manual that ensures transparency and clarity for all staff members.
At the Community Foundation, we are committed to fostering a respectful and safe workplace for all employees. Our Anti-Workplace Violence Policy ensures that every team member is treated with dignity and respect, free from any form of violence, harassment, or discrimination. We believe in creating an inclusive environment where everyone feels valued and supported, and we take all necessary measures to prevent and address any incidents of workplace violence. Our goal is to maintain a positive and productive work atmosphere where all employees can thrive and contribute to our mission.