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Office Administrator (Victoria)


Please apply here: http://bit.ly/2UyRQUj

Heart and Stroke is a special type of company. We’re a foundation, a place that values championing health and has a bias for action as we tackle heart disease and stroke. Our mission is to promote health, save lives and enhance recovery. 

Who we need

Heart and Stroke is adding bold, passionate, fearless and compassionate people to our dedicated teams across the country. We need a proactive, organized, and smart customer service focused Administrator who wants to be the heart of the office to join our team in Victoria. This is a chance for someone passionate about helping to solve the massive problem that impacts the lives of people in Canada living with heart and brain diseases. We’re hiring for an Administrator who wants to:

  • Manage, convey and distribute office and Foundation information.
  • Play a vital role in communicating our programs, policies and resources to the public.
  • Coordinate office volunteers.
  • Manage the office finances and overall operations.
  • Support Community Fundraisers and Fundraising events.
  • Work closely with the Community Manager who started where you are today, 18 months ago.

What’s in it for you? Heart.
Hear the stories. From the 8-year-old boy who recognized the signs of a stroke in his father the day after a Jump Rope for Heart kick-off session at his school, to the tearful thank you of a parent whose child has a future thanks to research we funded. You will know that the work you are part of has true meaning.

Every dollar counts. Every volunteer is vital. Every relationship is valued. You will feel the impact of your efforts as you support the Community Fundraising team build relationships in the community and bring in the donations we need to continue to educate Canadians and fund research - including research that will close the gap in women’s heart and brain health.

Amazement. That feeling you get at the end of every day you are part of our team making a tangible impact on the well-being of your family, your friends, your community. You will be part of a foundation that worked to reduce trans fats in the food supply, place AEDs in communities across the country and control the marketing of tobacco.

Rewards. When a school, business or community can come together to raise funds that support our cause, it will be because you were there along the way, cheering them on and providing support. You will experience deep personal satisfaction as you recruit, train and coordinate volunteers.

Timing. Now is the time to make a career move into a foundation to do meaningful work every day.

Who you are

You enjoy being the person-behind-the-team as much as you do being at the front of the office. You can build close relationships internally and externally. You have a talent for knowing what needs to be done and you can efficiently handle challenges, setbacks, and issues. You are a master of details and nothing slips past you unnoticed.

How you will make an impact every day, you will focus on:
  • Customer service. You will act as a courteous and positive front line resource person for volunteers, the general public and donors. You will:
    • Ensure reception coverage at all times for Big Bike, Person to Person, Jump Rope for Heart, My Own Fundraiser and donations. 
    • Provide internal and external communication support, responding to telephone and in-person enquiries/donations, facilitating registration requests, liaising with provincial partners, and responding to enquiries.
    • Maintain a list of affiliated organizations and agencies and be knowledgeable about the services they offer.
  • Office activities. You will:
    • Ensure all funds are deposited; all expenses are reconciled and all financial records are retained. 
    • Provide input into operating budget planning. 
    • Ensure accurate and timely data entry in Foundation databases.
    • Process all mail, parcels, orders and shipments.
    • Maintain centralized filing system and complete regular backup of online system.
    • Complete office review on a quarterly basis.
    • Orient staff and volunteers on office systems, procedures and equipment. 
    • Create a clean and professional office environment that is well stocked.
    • Maintain a functional understanding of the office systems, equipment and computers and adhere to the published policies regarding computer and office equipment use.
  • Volunteer management. You will: 
    • Own the recruitment, orientation, training, direction and recognition of office support volunteers.
    • Provide administrative support to Chapter Councils and Committees.
    • Supervise students/government placements in administrative capacities and ensure required reporting is completed.
  • Fundraising and health promotion. You will provide administrative support to ensure success in the implementation of all programs. You will: 
    • Facilitate the implementation of the In Honor program including sending cards, receipting and obituary tracking.
    • Receive, coordinate, track and prepare resources for health promotion presentations and displays ensuring that services and equipment are available.
What you bring:
  • The education and experience. You have a diploma or degree in a relevant field. You have been involved in a nonprofit setting on some level whether that’s as an office volunteer, fundraiser or participant. You may have worked in an office setting as a receptionist, administrative assistant or office manager or you may have experience as the front-of-house/front-desk person in a customer-facing role.
  • The communication skills. You have excellent written and verbal communication skills. You are comfortable reaching out to internal and external stakeholders to gather information and confidently relay the Foundations policies, programs and resources - as well as how to access them.
  • The team-building. You can recruit and train, inspire action, build momentum and encourage participation of a group of in-office volunteers. 
  • The technical knowledge. You are proficient with MS Office, with superior knowledge of Excel. You have basic bookkeeping skills, specifically reconciling and budget monitoring. You are comfortable making bank deposits.
  • The drive. You are self-motivated and can balance priorities while rapidly responding to urgent matters. You have a high attention to detail and accuracy. You have a willingness to do what it takes, pitch in where needed.
  • The flexibility. You can lead, participate in and support evening and weekend community events. You understand late or extra hours are needed during peak periods.
Apply now

If you want to join the fight against heart disease and stroke while building an engaged and giving community, apply here.

To learn more about our mission, our values and the difference our foundation makes in the lives of Canadians at every age, visit our website or check out our latest posts on Twitter.

Candidates from diverse groups are encouraged to apply. We are committed to fostering an inclusive, barrier-free and accessible environment. If you have been contacted for an interview and require an accommodation to participate in the recruitment and selection process, please advise, and we will work with you to meet your needs.

Life. We don