Sr. Coordinator, Awareness

Rick Hansen Foundation; Richmond; Hybrid; CAD 50,000 - 60,000; Full time

Job summary

Rick Hansen Foundation is seeking a Sr. Coordinator, Awareness (Term: 1 year) to provide administrative, project coordination, and communications support to the Sr. Director, Awareness.

The role is based at RHF Offices in Richmond, BC, with mainly remote work and occasional in-person office days. The ideal candidate will be highly organized with strong writing and coordination skills, comfortable handling budgets and cross-functional projects, and able to support multiple initiatives in a

Qualifications

• Post-secondary diploma or university degree in a related field is an asset.
• 5+ years of progressively responsible experience providing high-level administrative support to senior leaders.
• Experience coordinating calendars, meetings and travel arrangements.
• Experience preparing presentations, briefing materials, reports and professional correspondence.
• Experience coordinating multiple projects and timelines; coordinating events and campaigns; budget support.
• Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Copilot and SharePoint.

Responsibilities

• Coordinate the Sr. Director, Awareness’s calendar, including scheduling meetings and deadlines.
• Coordinate project plans, timelines, and deliverables across Awareness initiatives.
• Track milestones and action items, following up with teams and stakeholders.
• Schedule meetings, prepare agendas, briefing materials, and minutes; manage follow-ups.
• Arrange travel and prepare itineraries.
• Provide budget support: track costs, prepare PO forms and process invoices.

Skills

Admin support

Calendar management

Travel coordination

Presentations

CRM systems

Accessible communications

Education

Post-secondary diploma or university degree

Tools

Microsoft Word

Excel

PowerPoint

Outlook

SharePoint

Copilot

Job description

Business Unit: Consumer Engagement

Reports to: Sr. Director, Awareness

Status: Full-time, Term

Term: One year term with possibility of extension

Start Date: January 2027

End Date: January 2028

Location: RHF Offices (Richmond, BC), mainly remote. Ability to come into the office on an as needed basis.

Founded on the legacy of Rick Hansen’s Man In Motion World Tour, the Rick Hansen Foundation (RHF) is a Canadian registered charity with the vision of creating a fully inclusive and accessible world where people with disabilities are living to their full potential. Through our programs and partnerships, we break down barriers for people with disabilities by changing attitudes, creating accessible spaces, and inspiring an inclusive society.

RHF is a dynamic and rewarding place to work and our success begins with our people. We are committed to building a diverse workforce representative of the communities we serve. We welcome applications from all qualified candidates including Indigenous peoples, individuals of all genders and sexual orientation, race, ethnic origin, all abilities, age, and religions and anyone living at the intersection of these identities.

Preference will be given to applicants who are persons with disabilities, and we highly encourage qualified persons with disabilities to apply. We invite you to disclose your disability in your cover letter, if you feel comfortable.

If you’re interested in being a part of our innovative team, we hope that you will consider this opportunity with us. If you do not meet the required education, experience and skills but have a combination oflived and professional experience, we encourage you to apply.

JOB SUMMARY

The Sr. Coordinator, Awareness, will provide administrative, project coordination, and communications support to the Sr. Director, Awareness, helping to coordinate priorities, keep projects and deliverables on track, and support the effective execution of awareness initiatives across RHF.

This role is well suited to a highly organized, detail-oriented communicator who enjoys managing multiple priorities and helping move work from planning through execution.

WORKING RELATIONSHIPS

The Sr. Coordinator, Awareness reports to the Sr. Director, Awareness and works closely with the Marketing Communications and RHF School Program teams to coordinate projects and communications. The role also partners with colleagues across RHF and, as needed, external organizations to support cross-functional priorities and initiatives.

ALL STAFF: KEY ACCOUNTABILITIES

As an integral member of the RHF team and as expected of all staff, this position actively participates with:

• Strategy
  
• Organizational Culture
  
  • Contributes in regular sessions, develops goals, supports and implements action plans
• Inclusion, Diversity, Equity and Accessibility (IDEA)
• Values

KEY ACCOUNTABILITIES

Administration & Project Coordination

• Coordinate the Sr. Director, Awareness’s calendar, including scheduling meetings, proactively identifying priorities and deadlines, reviewing requirements, and coordinating working and review time.
• Coordinate project plans, timelines, deliverables and deadlines across key Awareness initiatives.
• Track project milestones, action items and outstanding deliverables, proactively following up with internal teams and various parties, and identifying and escalating issues to the Sr. Director, Awareness, as needed.
• Coordinate meetings, including scheduling, preparing and distributing agendas, briefing materials and other documentation, taking minutes, and tracking follow-up actions.
• Coordinate travel arrangements and prepare travel itineraries.
• Provide administrative support for budgets when requested by a supervisor, including tracking costs, assisting with compiling information for forecasting templates, preparing contract approval forms and purchase orders for review, processing invoices, expense claims and corporate credit card payments, and coordinating required approvals and signatures. This is administrative support, not budget or contract management.
• Maintain organized project files, documentation and records.
• Enter and maintain data in Salesforce, ensuring records are accurate and current.
• Draft and maintain standard operating procedures (SOPs) and process documentation for Awareness team workflows.

Communications

• Draft, edit and proofread communications materials to support Awareness priorities and initiatives.
• Prepare presentations and briefing materials to support the Sr. Director, Awareness for meetings with staff, leadership, and other partners.
• With direction and approval from the Sr. Director, Awareness, draft and/or support development of the email correspondence, communications plans, speaking notes and key messages, quotes and public relations materials, reports and deliverables (including leadership and Board), and partner communications.
• Coordinate inputs and approvals for communications materials and ensure deliverables move through the review process on schedule.
• Monitor results and compile information for internal and external reports, presentations and updates.
• Review materials for accuracy, consistency, accessibility and for alignment with approved Foundation messaging.

Special Projects & Initiatives

• Provide project coordination and communications support for special initiatives led by the Sr. Director, Awareness.
• Support the development and implementation of event plans, communications materials and toolkits for Many In Motion Day, including engagement with governments and municipalities, corporate partners and community organizations outside of K–12 school engagement.
• Coordinate timelines, materials, stakeholder inputs and follow-up associated with special projects.
• Coordinate additional Awareness initiatives and cross-functional projects as priorities evolve.

General

• Maintain and apply current knowledge of relevant standards and practices related to key accountabilities.
• Provide vacation back-up support as needed.
• Provide administrative support to other leaders and executives as needed.
• Perform other related duties in keeping with the purpose and accountabilities of the job.

QUALIFICATIONS

Education

Post-secondary diploma or university degree in a a related field is an asset.

Experience & Knowledge

• 5+ years of progressively responsible experience providing high-level administrative support to senior leaders and/or executives in a fast-paced, cross-functional environment.
• Demonstrated experience with:
  • coordinating calendars, meetings and travel arrangements;
  • preparing presentations, briefing materials, reports and professional correspondence;
  • coordinating multiple projects and timelines;
  • coordinating events and campaigns; and
  • providing administrative support for budgets, including tracking costs, handling invoices, preparing contract approval forms, purchase orders and expense claims, and coordinating approvals.
• Strong proficiency with Microsoft Word, Excel, PowerPoint, Outlook, Copilot and SharePoint.
• Experience using AI tools responsibly.
• Experience with data entry and record maintenance in a CRM or database.
• Knowledge of accessible communications and inclusive content best practices is an asset.
• Awareness of and sensitivity to disability-related issues is an asset.

Skills & Behaviours

• Excellent written and verbal communication skills, with strong proofreading and editing abilities.
• Strong organizational, project coordination and administrative skills, with the ability to manage multiple priorities and competing deadlines.

• Strong attention to detail and commitment to accuracy, quality and timely completion of work.

• Proactive with proven ability to anticipate needs, identify next steps and keep work moving forward.
• Strong interpersonal skills and the ability to build effective working relationships across teams and with external parties.
• Sound judgment and problem-solving skills. Able to assess issues, determine appropriate next steps and elevate when needed.
• Able to work independently while collaborating effectively within a team environment.
• Professional, flexible and adaptable and able to respond effectively to changing priorities.
• Able to handle sensitive information with discretion and maintain confidentiality.