Administrative Assistant / Volunteer Coordinator
Application Deadline: Monday, February 24, 2025, 9:00 AM (EST)
Start Date: Monday, April 7, 2025 (TBC)
[Applications require a resume and cover letter that must be sent to Ayeshwini_Lama@jpf.go.jp. Please note that direct applications on Indeed will not be accepted.]
This opening is for a full-time Administrative Assistant / Volunteer Coordinator for a period of 1 (one) year, renewable up to 4 (four) years. This position is responsible for assisting with administrative work in the organization, and also for coordinating volunteer activities in support of JFT’s events and programs.
RESPONSIBILITIES
1. Administrative Support:
- Database maintenance
- Receiving, distributing and sending mail and couriered items
- Answering the main telephone line, responding to inquiries and transferring calls
- Answer electronic enquiries
- Designing and sending mass emails and SNS posts; updating the website as needed
- Assisting with contract and vendor administration
- Ordering and inventory management of office supplies
- Assisting with compilation of reports on JFT activities
- Assisting with installation and dismantling of exhibitions and events at JFT
- Coordination and maintenance of RSVP system and RSVP reporting
- Assisting with events and projects as needed
- Other duties as requested by Directors or Program Officers
2. Volunteer Coordination:
- Recruiting, training and scheduling volunteers
- Maintaining consistent and clear communication with volunteers
- Directing volunteers during events and projects, in coordination with other JFT staff
- Keeping track of each volunteer’s hours and managing their information
- Ensuring volunteers remain motivated and engaged
REQUIRED QUALIFICATIONS
- Completion of post-secondary education
- English language: Professional level oral, reading, writing skills; strong editing and proofreading abilities
- Ability to work as part of a team and to assist as required with administrative tasks
- Strong organizational and time management skills
- Availability to work flexible hours, including some evenings and weekends
- Availability to work at the office and from home as required (must use the home internet; the use of free/public Wi-Fi is not permitted)
- Legally authorized to work full-time in Canada
- Professional proficiency with MS Office suite
- Understanding of and familiarity with various social media platforms, including but not limited to Facebook, Instagram, Twitter, YouTube, and LinkedIn
DESIRED QUALIFICATIONS
- Japanese language: Intermediate level oral and reading, basic writing
- Experience in office administration
- Experience coordinating volunteers
- Proficiency with various software and databases (e.g. FileMaker, Constant Contact)
- Experience working in a Japanese organization
- Knowledge of local Japanese community
- Basic knowledge of Japanese performing arts, film, TV, and other media
- Basic knowledge of Japanese arts: visual arts, performing arts, film, TV, and other media, both traditional and contemporary.
- Familiarity with WordPress CMS
- Familiarity with Canva or Adobe Photoshop
For full job description and how to apply, see here: https://tr.jpf.go.jp/job-postings/.
Job Types: Full-time, Fixed term contract
Pay: $20.14 per hour
Additional pay:
Benefits:
- Dental care
- Extended health care
- Language training provided
- Life insurance
- Paid time off
- Vision care
Schedule:
- Evening shift
- Monday to Friday
- Weekends as needed
Work Location: In person
Application deadline: 2025-02-24
Expected start date: 2025-04-07