Join the Barefoot Facilitation Team: Administrative Coordinator

Administrative Coordinator – Part-time (56 hours bi-weekly), Term Position (To be evaluated after 6 months)

Barefoot Facilitation Inc. is a leading provider of facilitation services and training solutions. We are on an exciting path of continued growth as we support a growing group of voluntary, public and private sector clients across Canada and beyond. We work with clients to co-create in-person and digital conversations that are relaxed and informal, while being results oriented and engaging.

Located in Bedford, Nova Scotia at Brookline Plaza, the successful candidate provides administrative support and performs public contact work to build and sustain client relationships.

The Administrative Coordinator reports directly to the owner of the company and works closely with a circle of independent consultants, as required. The ideal candidate is very flexible and is open to working in-person, in a co-working space and team environment.
Responsibilities:
  • Responds to telephone/e-mail inquiries and communicates messages and information accurately, with follow-up, as appropriate
  • Manages and maintains electronic calendar to schedule in-person and virtual conversations
  • Creates and maintains various Excel spreadsheets required for tracking and reporting
  • Prepares, disseminates and tracks invoices in a timely manner
  • Creates written correspondence and proofreads/edits material for accuracy
  • Organizes and maintains filing systems (paper and electronic), using Dropbox
  • Purchases and maintains office supplies
  • Maintains client database, using Excel and Mailchimp
  • Maintains and updates company website, using WordPress
  • Assists as virtual co-host during online Zoom sessions
  • Types/transcribes workshop outputs
  • Coordinates workshop logistics, in collaboration with clients
  • Provides coordination and administrative support for ad-hoc projects
  • Creates and posts content to company social media channels
Qualifications:
  • Graduate of a recognized Office Administration, Business or Secretarial Program required
  • Minimum three (3) years’ experience providing administrative/secretarial support to management level required
  • Experience working within a small business environment an asset
  • Excellent computer skills and demonstrated competence in Microsoft Office Suite and Google Workspace
  • Familiarity with WordPress, Padlet, Mailchimp and SurveyMonkey an asset
  • Familiarity with Zoom as a virtual delivery platform, including its features and functionalities, an asset
Skills:
  • Excellent judgment, diplomacy, and discretion in handling confidential and/or sensitive information required
  • Proven time management and problem-solving skills required
  • Demonstrated excellent organizational skills
  • Strong communication (verbal and written), and interpersonal skills required
  • Demonstrated ability to liaise, network and interact effectively with others
  • Demonstrated ability to prioritize workload and employ flexibility to meet competing demands
  • Proven ability to act decisively and to exercise a high degree of initiative and self-motivation required
  • Ability to work independently with minimal direction and/or supervision required
  • Demonstrated high regard for quality, accuracy, and attention to detail required
  • Demonstrated ability to function effectively in a stressful environment with multiple deadlines and concurrent activities required
  • Demonstrated ability to listen actively and follows directions explicitly
Benefits:
  • Salary range: $18.00 – $22.00 hourly
  • Complimentary, on-site parking
  • Workshop audit opportunities, to support professional development
  • Casual atmosphere and dress code
  • Partial, remote work arrangement may be negotiated
  • Four-day work week (Fridays off)
  • Group benefits plan may be offered following initial six-month term
Applications for our Administrative Coordinator Position have closed. Please follow us on social media to stay updated on future opportunities.