Position Overview

The Executive Assistant and Program Coordinator is a key administrative position in the Terry Fox Humanitarian Award Program. Reporting directly to the Executive Director, you will further the Vision and Mission of the Terry Fox Humanitarian Award, which was established in 1982 and has a well-established reputation as one of the most prestigious scholarship programs in Canada. The Executive Assistant and Program Coordinator is presently a hybrid position tasked with managing the day-to-day operations of the office, providing support to the agenda and activities of the Executive Director, and acts as the frontline contact with award recipients, alumni, applicants, Board of Directors, as well as the general public, including high schools, universities, and other stakeholders.

Responsibilities include administration of applicant, student, and alumni files, donor records, preparation of filings and reports for government, auditors, and other agencies, scheduling, evaluation of applications and forms, bookkeeping, event planning, answering phones and responding to correspondence, providing support to the Executive Director (and occasionally the Board of Directors), and some marketing and public relations.

The position is Monday to Friday approximately 25 hours per week, with the very occasional need for overtime and work on weekends. The office is closed between Christmas and New Year’s and during all statutory holidays.

Salary and Benefits

  • $25-35/hour
  • Extended health
  • Two weeks annual holiday
  • Hybrid (remote and in-person)
  • Flexible work schedule

General Office Duties

  • Reception (answer phones and receive guests)
  • Provide all around high standard of service
  • Maintain files and records
  • Correspond with students and other stakeholders
  • Maintain office schedules
  • Maintain databases and spreadsheets
  • Banking and bookkeeping
  • Accounts Receivable and Payable, including donations, expenses and scholarship payments
  • Process donations and tax receipts
  • Note-taking and minutes
  • Supporting the Executive Director

Administration of Award Program

  • Review and process applications
  • Maintain formal and informal correspondence
  • Respond to inquiries, provide support, in a timely and highly professional fashion
  • Process and issue related documents, disbursements, confirmation of enrolments, annual reports

We are interested in applicants who have:

  • Superior attention to detail
  • Excellent communication skills – both verbal and written, with advanced writing skills and a solid command of the English language (French would be an asset)
  • Demonstrated ability in organization and planning
  • Proficiency in Microsoft Office – with intermediate to advanced skills in MS Word, Excel, Outlook, PowerPoint
  • Quickbooks experience
  • Extraordinary record of being reliable and trustworthy
  • Excellent judgment and decision-making skills, tactful, and capable of weighing and prioritizing responsibilities on a day-to-day basis
  • Highly professional conduct and appearance, and acts with integrity and caring
  • Self-directed, efficient
  • Quick learner and attentive to discussions and directives, asking questions as appropriate
  • Solutions-oriented, logical, analytical, problem solver, with a knack for anticipating and preparing for varied outcomes
  • Ability to multitask and juggle multiple deadlines as well as keep on task
  • Flexible, and adapt readily to change
  • Positive, keen, and easy-going – in outlook as well as attitude
  • Able to work independently yet get along well with a variety of personalities

Education and experience:

  • Must have graduated high school, strong preference for university degree and/or equivalent experience in a professional setting
  • Must have working experience in an organizational or corporate setting

We welcome qualified applications via email, please send your resume and cover letter with, Attn: Executive Asst & Program Coordinator in the subject line to admin@terryfoxawards.ca

We thank all applicants in advance, however, due to the volume of applications, we will only be able to contact applicants being interviewed.
*Please do not contact us if you are a recruitment agency.