Administration Support Volunteer

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Position description: 

AT FOT, we are committed to shifting perceptions surrounding mental health through collective awareness, programs and community experiences. We empower vulnerable youth through mentorship, integrative programming and community engagement to support mental wellbeing in Metro Vancouver.

In May of 2019, FOT opened its doors to provide new youth-centred initiatives. At the heart of this program are FOT Volunteers who nurture positive and impactful change for youth who might not otherwise get the support they need for their mental health. FOT Volunteers help youth in FOT’s programs discover and follow their aspirations and dreams.

Volunteering with FOT not only supports vulnerable youth in our communities, it also supports volunteers by improving their own health and wellness while also expanding their experiences, skills and community networking opportunities.

A new volunteer leadership opportunity is now open for a member of our FOT team as an Administration Support Volunteer.  This position is open now and we are looking to fill this role presently.

Face of Today is establishing a team of Founding Volunteers who collaborate with FOT’s Visionary Team to build our benchmark resource center’s services and programming. Our leadership team members are passionate about their respective fields, providing professional leadership and resources within FOT’s program pillars:

CREATE: Creative Arts and Art Therapy   

NOURISH: Nutrition and Wellness

STRENGTHEN: Movement and Fitness

EMPOWER: Music and Production

CONNECT: Education for Self-Efficacy  

CONVERSE: Counselling and Therapy

About this role:

This is a volunteer dministrative position with an established foundation, Face of Today (FOT). FOT supports mental health awareness and offers youth wellness programming in a new resource centre in downtown Vancouver, BC. We are now looking for a dynamic and talented Administrative Assistant to support FOT’s Visionaries and executives.

This position requires 8-10 volunteer hours per month. 

This job description herein should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this position. The incumbent may be requested to perform job-related responsibilities and tasks other than those stated in this job description.

All About You!

Are you efficient and organized, with a passion for supporting mental health initiatives and building community. You are a self-starter with a  strong attention to detail. You can support the operations,  development and partnerships of the foundation to ensure we deliver quality community and youth programming through our new resource centre in downtown Vancouver.

How you Contribute:

Facilitate effective triaging of correspondence, determining appropriate action and timely follow up as appropriate.
Create documents such as memos, correspondence, emails, tax receipts, marketing receipts, payroll invoicing and spreadsheets using established software applications.
Coordinate shared calendars and provide meeting minutes to ensure all team members have well-defined and timely agendas and summaries, parties, compile background information and supporting materials as needed, and prepare of packages/summary documents to assist in decision-making and meeting facilitation.
Maintain a consistently updated and accurate appointment schedule for the CEO and other identified Directors as required, including determination of urgency and nature of requests, resolution of time conflicts, and notification to all relevant parties.
Maintain CRM records and oversee all updates on our MINDBODY CRM platform and future program management systems. Create, identify, classify and maintain records, setting up proper digital content management protocols and marketing campaigns under executive management.
Update and/or assemble manuals; maintain administrative policy and procedures manuals under executive direction.
Provide financial admin support such as monitoring expenditures, coding and processing business expense forms and invoices, contractor payroll, reconciling purchase card expenditures, and administering the petty cash account.
Arrange meetings and related logistics as needed by the CEO.
Maintain contact, email distribution and phone lists.
Provide standard email follow ups for general inquiries and pass requests onto the appropriate executive members.
Assist the CEO with email correspondence as needed.

What you bring:

Personal laptop and ability to travel to various locations in Vancouver for work (west side of Vancouver and downtown Vancouver)
Ability to work from home when needed
Graduation from a recognized secretarial program or two (2) years’ recent, related experience or an equivalent combination of education, training and experience

You have the confident ability to:

Take initiative
Ask questions when you need guidance
Keyboard at least 60 wpm
Use G-Suite software applications and manage G-Drive contents meticulously
Problem solve and pioneer in collaborative team strategy and challenges as needed
Communicate effectively, both verbally and in writing.
Interact with others cordially and effectively
Physically carry out the duties of the position
Organize work and agendas
Follow up on items requiring executive attention in a timely fashion
Put in extra hours around fundraising and community events organized by the foundation

Physical Requirements:

Ability to meet attendance requirements. Ability to read, write, and communicate the English language. Work requires the ability to lift and carry and/or push/pull moderately heavy (25-40 lbs.) materials, supplies and equipment. Moderate mobility; duties are usually performed by combinations of sitting, standing and walking on a frequently change basis.


To apply:

Please send an email to :

Attention: Nadia LaDrew

In the email subject please add: FOT Administration Assistant

Please attach your CV/Resume to your email

Please include your contact phone number in your email.

Thank you for your interest!


What’s in it for you:

Our leadership is passionate and enthusiastic about the work we do. We cultivate a positive work culture where team members feel supported and grow with the foundation. Your role will included many opportunities for self and skill development. Some the training you will receive includes:

Mental Health First Aid Training Certification,

MINDBODY administrative training

Saleforce CRM administration training


Experience in Office or Clerical Administration or a related discipline, 2-5 years preferred
Experience with Salesforce CRM platform an asset
Excellent interpersonal skills and the ability to manage a wide range of responsibilities
Ability to handle confidential information with discretion
Strong computer skills, with proficiency in Google products, Microsoft Office Suite and database systems
High level of accuracy and efficiency in all areas of responsibility
Advanced planning and organizational skills
Strong oral and written communication skills
Motivated by the demands of a flexible and fast-growing environment
Ability to work both collaboratively as a member of a team and independently with minimal supervision
Available to put in extra time during peak periods, which may occasionally include evenings or weekends

Thank you for your interest in this opportunity. When applications are received and selected for review, typically, only applicants who indicate the relevant education and experience requirements, as indicated in the job description for the position, may be considered and contacted. Please email with email title: Director of Volunteers with your resume.

Role is suitable for: 
English as a second language (ESL)
How to apply:
Contact person: 
Nadia LeDrew
Contact e-mail: 
Volunteer Centre: 
Cause Tags: 
Capacity Building
Health, Social Services
Youth Development
Our Mission: We empower vulnerable youth through mentorship, integrative programming and community engagement to support mental wellbeing in Metro Vancouver. Our Values: We acknowledge that the land on which we gather is the unceded territories of the Coast Salish Peoples, including the territories of the xʷməθkwəy̓əm (Musqueam), Skwxwú7mesh (Squamish), and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) Nations. At Face of Today encourage and welcome youth and community of all generations, backgrounds, faiths, culture, ethnicities, gender identities, abilities and lifestyles to participate in deeper conversations and practices surrounding mental health. At our resource centre we aspire to foster accessibility and inspiration to shift perceptions.
Position type:
Skilled Role:
Number of volunteers required:
Position start/end date:
1 Nov 2019
Time Committment:
20 Hours Per Month
Time of day:
Daytime, Evening, Weekdays, Weekend, Virtual
Work location:
Face of Today Foundation
207 West Hastings Street
Vancouver, BC V6B 1H7