Client Experience Associate

Children's Cottage Society; Calgary; On-site; CAD 40,000 - 54,000; Full time

Benefits offered by this job

Health, Dental & Vision benefits

Pension Contribution Program

Annual Health Spending Account

Wellbeing-focused workplace

Job summary

The Children's Cottage Society is seeking a Client Experience Associate for its Child & Family Centre in Calgary. You will be the first point of contact for families, visitors, and staff, creating a welcoming, safe, and supportive environment while handling inquiries, sign-in, and basic administrative tasks.

Working closely with multiple program teams, you will help keep operations running smoothly, manage room bookings, and support volunteers and colleagues in a dynamic, busy setting.

Qualifications

• Three years or more in reception, administrative support, or client-facing roles.
• Experience supporting clients, volunteers, donors, and partners in nonprofit settings is an asset.
• Strong MS 365 knowledge including Outlook, Word, Excel, Teams, and SharePoint.

Responsibilities

• Welcome families, clients, visitors, and partners with warmth and professionalism.
• Answer calls and inquiries, directing to the right staff as needed.
• Maintain a welcoming reception and waiting area with accessible program information.
• Manage room bookings, calendars, supplies, and meeting setups.
• Support with data entry, photocopying, record keeping, and basic admin tasks.
• Collaborate with Executive Assistant and Operations on administrative processes.
• Orient and support reception volunteers to perform confidently.

Skills

Customer service

Administrative support

Microsoft 365

Data entry

Communication

Volunteer coordination

Tools

Outlook

Word

Excel

Teams

SharePoint

Job description

Client Experience Associate

Child & Family Centre

1804 Home Road NW

The Children's Cottage Society is a charitable agency established in Calgary in 1986. The Society's mission is to help build strong children and safe nurturing families through prevention programs and support services, and we believe that resilient children blossom in healthy families. We invite you to join our team and be a part of fulfilling our vision of achieving better outcomes for children and their families.

We are looking for two enthusiastic and resourceful individuals to join our team at our Child & Family Centre in Montgomery. The Client Experience Associate is much more than a traditional reception role. As the first point of contact for families, visitors, community partners, and staff, you play an important role in creating a welcoming, safe, and supportive environment.

This position is ideal for someone who enjoys working with people, thrives in a busy and unpredictable environment, and can confidently juggle competing priorities. Working closely with multiple program teams, this role helps keep the day-to-day operations of the Centre running smoothly while supporting clients, volunteers, staff, and community partners. We are looking for dynamic individuals who can take initiative, are good at problem-solving, and have a desire to help us create a welcoming, supportive environment and contribute to a healthy workplace culture.

Location

We are located at 1804 Home Road NW, Calgary, AB T3B 1H1

Schedule

• Position 1: Monday to Wednesday, 8:30 am - 4:30 pm.
• Position 2: Thursday to Saturday, 8:30 am - 4:30 pm.

Responsibilities

• Welcome and greet families, clients, visitors, vendors, volunteers, and community partners with warmth and professionalism
• Respond to telephone calls and general inquiries, provide information when appropriate, and direct calls and messages to the right staff members
• Demonstrate patience, empathy, and a non-judgmental approach when interacting with individuals who may be experiencing stress, uncertainty, or challenging circumstances
• Maintain a welcoming, organized, and professional reception and waiting area, ensuring program information and resources are readily available
• Maintain reception and visitor sign-in procedures, monitor the guest logbook, and manage building access in accordance with established safety protocols
• Manage room bookings and calendars for staff and internal programs
• Monitor and maintain office supplies, program materials, and general inventory; coordinate room set-ups, furniture arrangements, supplies, and needs for meetings, workshops, and programming
• Receive, sort, and distribute incoming mail, packages, and deliveries
• Assist with various administrative tasks such as data entry, photocopying, document preparation, and maintaining records
• Work collaboratively with the Executive Assistant and Manager of Operations on operational tasks, vendor communication, inventory, board meeting support, and reviewing administrative systems and processes
• Welcome, orient, and support reception volunteers, ensuring they have the information, tools, and resources needed to feel confident in their roles
• Work collaboratively with multiple program teams, including the Family Resource Network, Nan's Place, Family Mental Wellness Hub, and Fund Development
• Other related duties may be assigned as required

Qualifications & Experience

• Minimum three years of experience in a reception, administrative support, customer service, or similar client‑facing position
• Experience providing administrative support and assisting clients, volunteers, donors, and community partners in a nonprofit setting is an asset
• Strong working knowledge of Microsoft 365, including Outlook, Word, Excel, Teams, and SharePoint
• Experience with room‑booking systems, databases, data entry, and general office technology
• Strong organizational, communication, interpersonal, and time‑management skillsExperience training, orienting, or supporting volunteers or colleagues is an asset
• Ability to work independently and exercise sound judgment in a busy, fast‑paced environment
• Possesses empathy and problem‑solving skills, with a genuine desire to help others
• Ability to communicate effectively and work well with people with different needs and communication styles

PRE-EMPLOYMENT REQUIREMENTS

• A current Police Information Check is required upon commencement of employment (Note: it is recommended to apply for your Police Check early as to avoid delays in Employment. Please refer to: Police Information Checks if you live in Calgary, or your local RCMP office if you live outside of the city).
• A Child Intervention Check is required upon commencement of employment (Note: it is recommended to apply early to avoid delays in Employment. Please refer to: Child Intervention Checks Alberta)
• Applicants must provide proof of qualifications prior to Job Offer.
• Must be able to work in Canada.

What Do We Offer

In addition to having the opportunity to work for an energetic, progressive, and community focused organization and with a workforce of diverse, committed individuals, we offer the following benefits:

• Comprehensive Health, Dental & Vision benefits.
• Pension Contribution Program
• An annual Health Spending Account
• Prioritizing wellness in the workplace and a psychologically safe work environment

Deadline: November 20, 2026