The Coordinator position is required to provide efficient and effective administrative management support services to Age Friendly Thunder Bay, the Board of Directors, and its Committees/Working Groups. This position is responsible to reporting to the Age Friendly Board of Directors.

The duties listed below are to be performed within the approved monthly contracted hours. Where the volume of work exceeds the available contracted hours, priorities will be established in consultation with the Chair or Board. Additional hours require prior approval in accordance with Section 3(a) of this Agreement.

RESPONSIBILITIES

1. Attend Board of Director meetings and Partnership Committee meetings recording minutes and sending them to Board of Directors for approval, changes etc.

2. Circulating meeting dates & minutes for the Board of Directors and the Partnership Committee within 7 days of meeting. Using Zoom to create invites to all meetings.

3. Update, track and make available membership and partnership database.

4. All records, documents, databases, passwords, account information, correspondence, contact lists and other materials created, received or maintained by the Coordinator while providing services under this Agreement are the property of Age Friendly Thunder Bay. The Coordinator shall maintain such information in a manner that allows the Board reasonable access and shall provide all passwords, access information and records to the Board upon request and upon termination or expiry of this Agreement.

5.a. Assist in preparing meeting materials, presentations, and reports to the Board.

b. Draft Board meeting agendas – coordinate with Chair of the Board

c. Send out Board meeting agenda packages to the Directors.

6.a. Assist in preparing meeting materials, presentations, and reports to the Partnership Committee.

b. Draft Partnership Committee agendas – coordinate with Chair of the Board

c. Send packages to the Partnership Committee to the membership.

7. AGM

a.



Assisting with the preparation of the Annual Report for AGM

b. Compile needed material related to the Annual General Meeting – (election of Officers, agenda, minutes, budget) and assists in the creation of the Power Point presentation.

8.Solicit articles from the organization, create and prepare for the quarterly Newsletter. Send to Chair for review and printing.

9.a. Responsible for collecting minutes from committees monthly to submit with board meeting agenda.

b. Assisting in booking zoom or in person meetings.

10. Calendar:update in real time.

11. Utilize and maintain Age Friendly Thunder Bay website and social media for effective communication/public education and general information for public purposes.

12.Responsible for monitoring emails and distributing to appropriate Age Friendly Thunder Bay Director. Respond to correspondence as instructed.

13. Track, forward, respond and submit phone call records to the Board monthly.

14. Hold in possession the mailbox key for PO Box 28045 located at Centennial Square.

15. Hold in possession the storage room key for locker 557 at Superior Storage on Balmoral Ave.

16. Help foster and develop relationships with local businesses, community groups, and other external partners. Reach out to the community for partnership to collaborate regarding various initiatives. Source out and participate in networks of Age Friendly communities.

17. Other administrativeduties as required, assigned, and agreed upon.

a. Organize and facilitate presentations, meetings, and events as directed by the Board of Directors

b. Assist in the coordinating & organizing a Strategic plan, Operational Plan and Annual Report session for the Board of Directors every three years.

c. Assist with grant application – assist in developing/writing applications – obtain letters of support. Prepare proposals for funding opportunities and work with the Finance Committee for submission.

Pay: $28.00-$30.00 per hour

Expected hours: No more than 20.0 per week

Benefits:

- Casual dress
- Versatile schedule
- Work from home

Work Location: Remote

📌 Coordinator (Thunder Bay)
🏢 Age Friendly Thunder Bay
📍 Thunder Bay