About the Stigma-Free Mental Health Society

The Stigma-Free Mental Health Society is a dynamic, mission-driven Canadian charity dedicated to fostering inclusive, supportive and empowered communities free from stigma.

As we continue to expand our reach and deepen our impact nationwide, we are seeking a professional, highly organized and dependable Administrative and Office Coordinator to join our remote team.

This full-time position reports to the Operations Manager and provides direct administrative support to the CEO.

Position Details
Position: Administrative and Office Coordinator
Employment type: Full-time employment
Location: Remote within Canada
Hours: 40 hours per week, Monday to Friday
Regular working hours: 9:00 a.m. to 5:00 p.m. Pacific Time
Compensation: $30 per hour, equivalent to $62,400 annually
Vacation: 10 paid vacation days annually
Benefits: Extended health and dental benefits after 3-month probation
Equipment: Computer and phone provided
Probationary period: Three months

Qualifications:
The successful candidate will have:

Post-secondary education in administration, business, nonprofit management or a related field, or an equivalent combination of education and experience

A minimum of three years of relevant administrative or office coordination experience

Nonprofit or charitable-sector experience considered an asset

Strong organizational, time-management and record-keeping skills

Excellent written and verbal communication skills

Robust attention to detail and a demonstrated ability to handle confidential and sensitive information with professionalism

The ability to work independently, manage competing priorities and meet deadlines in a remote environment

Proficiency with Zoom, Microsoft Excel, Adobe Acrobat/PDF, SharePoint, OneDrive, customer relationship management databases, records-management systems, and Microsoft Forms or Google Forms

Knowledge of privacy and intellectual-property legislation

Completion of required FOIPPA training modules

Reliable high-speed internet access

Key Responsibilities
Office Administration and Systems

Maintain organized remote filing and records-management systems

Maintain the Society’s forms library, primarily using Microsoft Excel and Adobe Acrobat





Maintain organizational registers, including memoranda of understanding, policies, receipts and other administrative records

Review and update administrative systems and processes

Identify opportunities to improve administrative efficiency through the effective use of technology

Provide day-to-day administrative support to the CEO and Operations Manager

Manage the [email protected] email account

Manage website form updates, policy updates and other routine administrative website changes

Prepare PowerPoint presentations and other materials for staff as required

Perform other related duties assigned by the CEO

Executive Support

Manage the CEO’s calendar and coordinate appointments

Provide direct administrative support to the CEO

Coordinate travel arrangements and process travel requests and reimbursements for the CEO and staff

Support the CEO with administrative tasks related to staff management

Review employment and contractor agreements for administrative accuracy, format documents and coordinate signatures

Identify and share relevant community speaking, media, award and recognition opportunities for the CEO and SFMHS staff

Meetings, Governance and Events

Coordinate meeting logistics and support the effective operation of staff meetings

Attend meetings and prepare accurate minutes as required

Prepare minutes for Board of Directors meetings

Coordinate and participate in virtual SFMHS events, including fundraising events, annual general meetings and other organizational events

Assist with event planning, scheduling, registration and bookings as required

Maintain required corporate information with the BC Registry, Alberta Registry, Saskatchewan Registry and any other applicable provincial registries, including updated director information

Human Resources and Benefits Administration





Support the onboarding and offboarding of employees and contractors by coordinating documentation and the flow of required paperwork

Maintain organized and confidential personnel documentation

Coordinate the administration of the employee benefits program and confirm eligibility requirements

Assist with administrative processes related to staff and contractor management

Finance and Charitable Administration

Coordinate semi-monthly payroll information and submit the required payroll records to the Society’s bookkeeper

Coordinate the Society’s semi-monthly accounts-payable process according to established schedules

Collect and securely maintain banking information required for electronic payments

Maintain the Society’s deposit log and ensure revenue is recorded against the correct funding streams

Issue charitable tax receipts as required

Maintain the charitable receipt log and support reconciliation with the Society’s annual T3010 charity information return

Contribute administrative information to the Society’s annual report and required charitable reporting documents

Programs, Grants and Communications

Provide administrative support for grant applications, reporting and related documentation

Maintain and update the Keela nonprofit database

Assist with program-related insurance processes and conduct an annual review of insurance requirements

Provide administrative and scheduling support to the Society’s programs as required

Conditions of Employment

The successful candidate must be legally entitled to work in Canada

Employment is subject to the satisfactory completion of a three-month probationary period

References will be requested from candidates who advance in the selection process

A satisfactory police record check will be required following a conditional offer of employment

The successful candidate must be available to work the regular schedule of 9:00 a.m. to 5:00 p.m. Pacific Time, Monday to Friday

The Stigma-Free Mental Health Society is committed to fostering an inclusive and respectful workplace. We welcome applications from qualified candidates of all backgrounds and lived experiences. Accommodation is available throughout the recruitment process upon request.

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📌 Administrative & Office Coordinator (Alberta)
🏢 Stigma-Free Mental Health Society
📍 Alberta