ADMINISTRATIVE & PROGRAM ASSISTANT

Les Maisons Transitionnelles O3 On Our Own (O3) is a non-profit community organization in NDG that offers support services and subsidized housing to young parents (16 to 30 years old) and their children (0 to 5 years old). Each family can stay at O3 for up to 5 years, during which time they work on personal goals and attend group programming, with the goal of thriving independently within the community after they leave O3. 

We’re looking for an adaptable and organized assistant to help us structure our administrative systems, get our space in order, and assist the Director with fundraising and governance. The ideal candidate would be passionate about designing structures, great at communicating with a wide variety of audiences, and interested in gaining experience in the community sector. Our team is collaborative and supportive, and there is a lot of flexibility in the position. 

The following is a list of potential tasks. Responsibilities will vary depending on needs, and can to some degree be adjusted in line with personal interests and skills. 

Office Administration, space management and program support: 

  • Assess and develop organizational systems, aid staff in their adoption and application
  • Create/reformat/harmonize various administrative and program documents (e.g. intake form, social contract review form)
  • Design, print, laminate and put up various explanatory materials (e.g. labels, calendars, etc.) and materials for activities and workshops (e.g. powerpoints, surveys, handouts, attendance forms)
  • File management: organize and manage physical and digital files (incl. scanning and shredding)
  • Inventory and order office supplies 
  • Empty quarters from dryers
  • Help with cleaning and organizing space 
  • Update resources lists
  • Assist with program stats tracking, impact measurement implementation

Communications and Fundraising support: 

  • Research grants and other funding opportunities 
  • Prepare promotional material, help prepare grant applications
  • Insure materials and social media posts meet visibility guidelines from funders
  • Collaborate with community partners who want to run small fundraising initiatives 
  • Draft or edit newsletters for O3 donors and social media or other outreach content 
  • Collaborate on creation of Annual Report
  • Maintain donor database

Board and Policy: 

  • Support Director with board administration (creating and sending agendas, filing minutes, preparing documents)
  • Help organize and support running AGM 
  • Help with policy audit: research policy, create tracking system for policy review, support Director to implement policy

Volunteer Program Administration: 

  • Structure volunteer program at O3 to allow for more volunteers, clear processes around volunteering (training, task clarification, scheduling, etc.)
  • Do outreach to promote volunteering at O3
  • Collaborate with YMCA compensatory work program (accept volunteer request, log volunteer hours) 
  • Supervise volunteers 

Position details:

Ideally,  the candidate will be eligible for an Emploi Québec subvention salariale (we can help you figure out if you’re eligible).

Type: 35 hours a week, contract length will be defined based on whether the candidate is eligible for EQ subsidy, renewal is dependent on funding.
Start date: as soon as possible, flexible for the right candidate
Language: The language of the workplace is English. The ability to communicate in French would be helpful for some tasks, but it’s not necessary for the position.
Compensation: salary scale $24-$27/hour depending on experience 
Location and schedule: Generally, staff regularly work onsite Monday-Thursday and remote on Fridays, although there is some flexibility. Daily schedule can be fairly flexible.
Benefits: 6% vacation, time off over winter holiday break, personal days and sick days 

Applications will be accepted and interviews will be conducted on a rolling basis. We aim to close applications on May 27, 2024 please apply before this date or contact us to inquire if the position is still open.

Please email your C.V. and cover letter to director@o3onourown.com. Only those applicants considered for an interview will be contacted.

O3 encourages applications from parents, women, Black people, Indigenous people, and people of colour. We aim to hire people who reflect the population we serve.