Administrative Coordinator

Big Brothers Big Sisters of Niagara; St. Catharines; On-site; CAD 40,000 - 45,000; Full time

Job summary

A leading nonprofit organization is seeking an Administrative Coordinator to manage day-to-day operations and support youth mentorship programs. This full-time role requires excellent communication skills, organizational abilities, and a commitment to inclusivity. Applicants should have administrative experience and be prepared to represent the organization in the community.

Benefits

Paid vacation time

Paid sick days

Qualifications

• 2+ years of experience in an administrative or coordination role; nonprofit experience is strong asset.
• Proficient in Microsoft Office Suite; experience with donor management systems is a plus.
• Resourceful, proactive, and solutions-oriented with strong organizational skills.

Responsibilities

• Serve as a point of contact for general inquiries; coordinate and schedule internal meetings.
• Assist with donor stewardship and maintain donor records.
• Manage office environments and coordinate IT support.

Skills

Communication

Interpersonal Skills

Attention to Detail

Organizational Skills

Problem-Solving

Education

Post-secondary diploma or degree in office administration or nonprofit management

Tools

Microsoft Office Suite

Job description

Position Overview:

1-year contract position with an ideal start date of July 14, 2025 Location: St. Catharines BBBS office, with travel to other BBBS locations across Niagara Rate: $20.51 per hour, plus paid vacation time and sick days Type: Full-time, 37.5 hours per week Schedule: Monday to Friday, with occasional evenings and weekends required

We are looking for an enthusiastic and highly organized individual to join our team in a vital support role!

As the Administrative Coordinator, you will play a key role in ensuring the efficient day-to-day operations of Big Brothers Big Sisters of Niagara (BBBSN). You will be the hub of office coordination, supporting both administrative and donor engagement functions, and contributing to the success of our mentoring programs for youth.

BBBSN is a long-standing charitable organization that has been positively impacting the lives of youth people in Niagara since 1937. Our mission is to empower young people to reach their full potential through life-changing mentoring experiences.

Key Responsibilities:

Administrative Support

• Serve as a point of contact for general inquiries (phone, email, in-person), delivering excellent customer service and directing inquiries appropriately.

• Coordinate and schedule internal meetings and logistics, ensuring resources and communication are clear and timely.

• Provide administrative support across departments, including organizing materials, updating databases, and supporting internal documentation needs.

• Assist with donor stewardship by preparing acknowledgment letters, maintaining donor records, and issuing tax receipts in line with CRA guidelines.

• Support the development and maintenance of relationships with donors, volunteers, and community members.

• Maintain filing systems and assist with organizing client and administrative records across multiple office locations.

Office & Facilities Coordination

• Ensure agency office environments are safe, organized, well-stocked, and functioning efficiently.

• Manage access to office locations, including keys and entry protocols.

• Liaise with vendors and service providers to support facility needs.

• Assist with maintaining digital tools and shared resources to support remote and hybrid work environments.

Technology Coordination

• Coordinate IT support, repairs and inventory.

• Effectively communicate and coordinate with third party technical support.

• Assist with the ordering of IT equipment.

Community-Based Support

• Represent BBBSN at community engagement opportunities such as special events, Bingos, and fundraisers.

• Provide logistical and administrative support to satellite office operations and off-site programming as needed.

• Be an outgoing, knowledgeable, and professional representative of the BBBSN agency.

What You Bring:

Qualifications & Skills

• 2+ years of experience in an administrative or coordination role; nonprofit experience is a strong asset.

• Post-secondary diploma or degree in office administration, nonprofit management, or a related field preferred.

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with donor management systems and tax receipting platforms is an asset.

• Excellent communication and interpersonal skills; able to build rapport with diverse stakeholders.

• Proven ability to manage multiple tasks with attention to detail and timelines.

• Resourceful, proactive, and solutions-oriented with strong organizational skills.

• Demonstrated professionalism and confidentiality in a sensitive work environment.

• Understanding of and commitment to equity, diversity, inclusion, and justice principles.

Requirements

• A current and clear Police Vulnerable Sector Check (PVSC), naming Big Brothers Big Sisters.

• Access to a reliable, insured vehicle and valid driver’s license; ability to travel between locations in Niagara.

• Availability to work occasional evenings and weekends as required.

How to Apply:

Please email your resume and a cover letter outlining your relevant experience and interest in the position to:

Erin Graybiel, Executive Director [e-mail]

Application Deadline: Monday, June 23, 2025, at 12:00pm.

We thank all applicants for their interest. Only those selected for an interview will be contacted.

Big Brothers Big Sisters of Niagara is a proud living wage employer and an equal opportunity organization. We welcome applications from individuals with diverse identities, lived experiences, and perspectives. If you require accommodations during the recruitment process, please inform us. We are committed to accessibility, inclusion, and creating a workplace where everyone can thrive.

To learn more about our programs: www.bbbsniagara.ca