Role The Administrative Coordinator is key to the shore side operations of Brigs. This includes

- Assisting the Executive Director in managing the office operations
- Coordinating timely communications
- Program administration
- Acting as the “Registrar” for the youth programming.

We are looking for someone who is organized, independent, and possesses strong time management and communication skills to keep the office side of the charity functioning effectively. You would be working in a unique and established program with a dedicated community around it. To apply send a CV and cover letter to [email protected] by Wed., Aug. 26.

Duties and responsibilities (more in PDF)

Program Administration

- Management of the registration systems for Summer and Winter programs using our CampBrain software
- Act as primary point of contact for families regarding their application, required forms, and questions related to their voyages and programs before, during, and after.
- Execute all enrollment tasks, from inquiry through to full registration.
- Organize trainee transportation and other supports.
- This includes meeting trainees and crew at the office at the beginning/end of voyages to catch the shuttle to the ships
- Liaise closely with the Captains, Program Manager and staff to provide administrative support.
- Coordinate re-supply of materials as needed
- Conduct nightly phone check-ins with the vessels to address any concerns or needs.
- Assist with reviewing, updating and editing all program brochures, parent correspondence and materials.

Office Administration

- First point of contact in Brigs Office for all inquiries and communication
- Answering the office phone, email, and social media inboxes
- Checking the mail (min. 2x weekly) and coordinating Brigs outgoing mailings
- Receiving/picking up packages at the office and/or other shipping outlets
- General office administration and management duties including
- Keeping the office organized and tidy, suitable for hosting guests
- Updating the website
- Ordering supplies to support operations




- Act as central point of contact between colleagues, crew and parents
- Ensure everyone has the information they need
- Follow-up with youth crew/parents as frequent as necessary to ensure decisions are made in a timely manner

Overall Responsibilities

- Maintain security of confidential data, e.g. accounts access, financial information, and personal information of participants, staff, and volunteers
- Attend weekly online Staff meetings
- Attend monthly online Board of Directors meetings
- Under direction from the Executive Director execute or support various operational processes (e.g. background checks, group bookings for shoulder seasons events, and donor management)

Outreach Activities
- Research and solicit new program participants
- Connect with local Hamilton community organizations to build partnerships
- Connect with communities for the Vessels to visit regions to promote the Brigs program.
- Serve as an ambassador and the publicly visible face of Brigs Youth Sail Training.
- Promptly raise any vessel, safety, scheduling or personnel concerns with the ED.
- Be clear and kind when communicating with others to maintain a valuable and well regarded organizational reputation
- Maintain confidentiality of sensitive information
- Complete incident reports and limit sharing of confidential information
- Set a high standard of professionalism and courteousness
- Help ensure trainees and crew understand and maintain these standards.
- Under the guidance of the Executive Director, execute marketing activities supporting the operations and marketing strategy.

Qualifications and Requirements

Mandatory





- Experience in client-facing work and roles where you had to manage administrative tasks/record-keeping as part of your work.
- Strong computer skills and comfort with learning new skills including
- Use of a word processor, search engine/research skills, website management
- Effective communicator capable of navigating difficult conversations and able to triage and delegate issues as they arise
- An understanding or willingness to learn the intricacies of the Brigs programs
- Strong time management skills, organizational skills, and ability to manage routine work with limited supervision
- Clear police background check
- Good interpersonal skills and ability to liaise with parents, youth and other stakeholders
- An ability to assess risk and show good judgment
- Ability to work independently
- Valid Ontario “G” Driver’s license or equivalent

Desired

- Experience in a youth-centric organization
- Experience in an office administrative role
- Experience with Google Suite
- Experience with database/CRM/enrollment software such as RegPack, CampBrain, NationBuilder
- Experience summarizing and analyzing both qualitative and quantitative data
- Experience with website administration and social media
- Access to a vehicle
- Knowledge of Transport Canada regulations/processes
- Experience with sail training and/or the Duke of Edinburgh’s International Award
- Basic MEDs or STCW training so as to be able to fulfill a crew role occasionally

Working Conditions The Administrative coordinator will be working at the Brigs office (208 Hillyard St., Hamilton, ON) a minimum of 60% of the time (3 days a week) with the flexibility to work remotely when appropriate. Some evening and weekend work will be required.

Compensation:

- Base pay of $23/hr with an expectation of a 20 hour work week
- Flexible working hours
- Benefits, including supplemental health
- The chance to sail on a tall ship!

Pay: $23.00 per hour

Benefits

- Company events
- Extended health care
- Flexible schedule
- On-site parking

Work Location: Hybrid remote in Hamilton, ON L8L 6B6

📌 Administrative Coordinator (Canada)
🏢 Toronto Brigantine
📍 Canada