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:

Overtime 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

The Japan Foundation, Toronto jobs

Administrative Assistant/Volunteer Coordinator