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Position Summary

The Executive Operations & Office Administrator provides high-level administrative, operational, and governance support to the Executive Director and the Board of Directors, and administrative support, as required to the entire staff. This role oversees executive administration, manages organizational databases and office systems, coordinates board governance processes, and ensures the smooth functioning of the executive office.

The position requires strong organizational leadership, discretion, and the ability to manage multiple priorities in a dynamic nonprofit environment.

This position is vital to the organization’s operations and is both outward facing and detail oriented.

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Key Responsibilities

Executive Administration

• Provide senior administrative support to the Executive Director.
• Manage the Executive Director’s schedule, priorities, and correspondence.
• Support the preparation of briefing materials, reports, presentations, and background documents.
• Coordinate internal and external meetings and follow-up actions.
• Maintain confidentiality on sensitive organizational matters.
• Support key staff initiatives
• Support key staff functions as requested.

Executive Assisting

• Act as the primary point of coordination for executive office activities.
• Track organizational priorities and support implementation of strategic initiatives.
• Coordinate travel, event participation, and executive engagements.
• Draft and edit communications on behalf of the Executive Director.

Board Liaison and Governance Support

• Serve as the primary administrative liaison to the Board of Directors.
• Coordinate board and committee meetings, including scheduling and logistics.
• Prepare board packages, agendas, minutes, and supporting materials.
• Maintain board records, governance documents, and policies.
• File Board materials with the provincial government as required.
• Support onboarding and communication with board members.

Database and Office Management

• Manage and maintain organizational databases and internal information systems.
• Ensure accurate data management for stakeholders, donors, and partners.
• Oversee office administrative systems, document management, and workflow processes.
• Support internal reporting and data tracking for organizational initiatives.
• Prepare distribution lists and labels, using database, excel, and other data sources.
• Support, plan and manage preparation and implementation of outreach events including AGM, Galas, and others.
• Setting of and communicating meetings, zoom setup, and Teams meetings.

Donor Oversight

• Support the Executive Director in Coordinating activities that raise funds or otherwise solicit and gather monetary donations or other gifts for an organization.
• Support design and production of donor communication materials.
• Raise awareness and represent the organization’s work, goals, and financial needs.
• Facilitate and manage donor recognition program, including thank-you letters to donors.

Program and Event Management

• Steers the Program Committee and leads the office management and coordination of programs for JSABC.
  • Coordinates all aspects of programs, including marketing, volunteer management, resources, catering, fixturing, and others, and prepares and coordinates the event budget.
• Sits on event standing committees to execute and manage office functions to ensure events are managed efficiently, effectively, and run smoothly.

Office Operations

• Support efficient day-to-day office functioning.
• Develop and maintain administrative procedures and systems.
• Coordinate with staff to ensure operational alignment and effective communication.
• Lead and coordinate administrative staff and priorities.
• Ensure compliance and filing of internal and external documents.
• Liaise with outside vendors to ensure that the organization is in good standing.
• Maintain and lead compliance of the internal shared filing system.

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Qualifications

• 5+ years of senior administrative, executive support, or operations experience.
• Experience supporting executive leadership and boards of directors.
• Strong organizational, project management, and communication skills.
• Experience managing databases and information systems.
• High level of discretion, professionalism, and attention to detail.
• Proficiency with Microsoft Office, CRM/databases, and meeting management tools.
• Experience in a nonprofit environment is an asset.

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Core Competencies

• Executive-level judgment and discretion
• Organizational leadership and coordination
• Governance and board administration
• Data and information management
• Clear written and verbal communication
• Actively fosters a collaborative team environment by promoting open communication, mutual respect, and shared accountability.

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Bonus Skills

• Social media and marketing engagement

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Salary: Based on experience

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To Apply: Please send applications to Jeff Moss:

Careers@jsabc.ca
604-732-1555 x 102
www.jsabc.ca

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ABOUT SENIOR LINE MAGAZINE

Senior Line is the flagship publication of the Jewish Seniors Alliance of British Columbia — a trusted voice serving BC's senior community. Published twice-annually, Senior Line delivers community news, health information, advocacy updates, arts coverage, and engaging features that reflect the values, dignity, and vitality of older adults across the province and around the world.

As a publication of JSABC, Senior Line proudly reflects Jewish community values, perspectives, and events alongside content of broad interest to seniors of all backgrounds. We are seeking a skilled and community-minded editor to carry forward this proud tradition — honouring the publication's established brand and voice while thoughtfully evolving its reach and relevance for today's readers.

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THE OPPORTUNITY

This is a substantive part-time role for an experienced editorial professional who combines strong writing instincts, cultural curiosity, and relationship-building skills. The Editor works in close, ongoing collaboration with the Executive Director, who plays a hands-on role in layout, design, and production. Together, they shape each issue from concept to publication.

The ideal candidate is a communicative, self-directed partner who brings both editorial judgment and creative initiative. They will work alongside an Editorial Committee of community volunteers, a graphic designer/typesetter, volunteer and community writers, and the JSABC team to produce a magazine that informs, entertains, and connects seniors across BC.

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KEY RESPONSIBILITIES

Research & Issue Development

• Conduct ongoing, wide-ranging research to identify timely, relevant, and engaging topics for each issue — this is a significant and continuous part of the role
• Regularly read key publications to stay current on issues relevant to seniors, Jewish community life, arts, and culture, including: The Jewish Independent, Scribe Magazine, Zoomer Magazine, The New York Times, The Globe and Mail, and other relevant sources
• Follow cultural programming and events at institutions such as the Zack Gallery at the Jewish Community Centre of Greater Vancouver
• Prepare research packets and background materials for Editorial Committee members and volunteer writers, providing them with the context needed to write well-rounded, informed articles on assigned topics
• Maintain a bank of 'reserve' articles that can be added or held to accommodate page layout needs

Content Writing & Original Columns

• Write a substantive Editor's Message for each issue, setting the tone and reflecting on themes of community relevance
• Produce original editorial content across a range of regular columns and features — the scope of original writing by the Editor is significant and central to the magazine's character
• Regular columns may include arts and culture coverage, film and documentary reviews, television series features, book reviews, community profiles, and other recurring features as established or introduced
• Identify, recruit, and work with additional writers — from within and beyond the Editorial Committee — to cover entertainment, film, television, books, and other cultural topics, reducing sole reliance on the Editor for all content areas
• Write, edit, and proof all content to a professional standard; provide final editorial sign-off before handoff to design

Cover Artist Research & Rights

• Research and identify artists for each issue's cover feature, with attention to quality, community relevance, and visual impact
• Manage all correspondence with artists or their representatives to secure reproduction rights for cover artwork
• Write or oversee cover artist profiles or accompanying editorial content

Editorial Committee Management

• Serve as the primary liaison to Senior Line's Editorial Committee — a valued group of experienced community volunteer writers
• Assign article topics to committee members based on their interests, expertise, and each issue's editorial plan
• Provide clear briefs, research support, and constructive editorial feedback to committee writers
• Manage submission timelines with committee members and follow up to ensure articles are received on schedule
• Cultivate a respectful, appreciative relationship with committee volunteers, recognizing their ongoing contribution to the magazine

Contributor & Volunteer Relations

• Identify and engage additional community writers and contributors beyond the Editorial Committee as needed
• Work collaboratively with all contributors on article length, tone, and fit — including requesting revisions such as trimming pieces to match available space
• Foster a positive and inclusive contributor community that reflects Senior Line's values

Production & Deadline Management

• Manage the editorial production calendar in close coordination with the Executive Director and graphic designer/typesetter
• Ensure all articles, advertisements, photos, and associated content are submitted on time — proactive deadline follow-up is essential, as late submissions are the primary cause of production delays
• Liaise with the graphic designer/typesetter on layout, space allocation, and content adjustments needed to fit the design
• Review and provide final editorial approval of all content prior to design handoff; final production and print proofing is managed by the Executive Director
• Maintain organized archives of published content, contributor contacts, and issue records

Advertising Sales & Relationships

• Proactively identify, pitch, and close advertising placements with community businesses, healthcare providers, professional services, and communal organizations
• Maintain and grow relationships with existing advertisers; provide responsive service and timely renewal outreach
• Develop and present advertising packages and rate cards; manage insertion orders and coordinate ad copy submission deadlines
• Track advertising revenue and report to the Executive Director

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WHAT WE'RE LOOKING FOR

Required Qualifications

• 3+ years of editorial experience in journalism, magazine publishing, community media, or a related field
• A genuine love of reading, film, arts, and culture — the research and writing demands of this role require authentic engagement with ideas and creative works
• Strong writing, editing, and proofreading skills; ability to adapt voice and tone across article types and audiences
• Experience working with volunteer or community contributors, including providing editorial direction and feedback
• Comfortable with advertising sales, client relationship management, or business development
• A collaborative, communicative working style — able to work closely with an Executive Director and small team in an ongoing, iterative partnership
• Highly organized with strong follow-through on deadlines and contributor communications
• Familiarity with the Jewish community and/or seniors' issues in BC, or a genuine enthusiasm to learn

Beneficial Assets (Not Required)

• Experience with social media management, particularly for audiences 55+; ability to adapt magazine content for platforms such as Facebook
• Basic website content management experience (WordPress or similar CMS) for posting and updating Senior Line content online
• Experience with Adobe InDesign, Canva, or similar layout tools — useful for understanding design constraints when working with the graphic designer
• Connections within BC's Jewish communal landscape, seniors' advocacy sector, or community media
• Bilingual or multilingual abilities (French, Russian, Hebrew, or other community languages an asset)

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COMPENSATION & DETAILS

Compensation

Commensurate with experience

Schedule & Format

Part-time; flexible hybrid arrangment

Some flexibility may be needed during production peaks.

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HOW TO APPLY

Please submit a cover letter and resume and, if available, samples of published work or writing to:

Jeff Mose, Executive Director

Jewish Seniors Alliance of British Columbia

jeffm@jsabc.ca
604-732-1555 x 102
www.jsabc.ca

We thank all applicants. Only those selected for an interview will be contacted.

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Part-Time - 21 hours per week

Position Summary

The Development & Community Engagement Coordinator leads JSABC’s grant development program and assists in growing the organization’s broader funding base and community reach. This role owns the full grant lifecycle — from prospecting and proposal writing through submission, compliance, and reporting — alongside donor recognition, fundraising campaign support, volunteer management, and strategic community partnerships.

This role works alongside the Manager, Executive Administration and Operations for shared front-desk coverage, and alongside the Program Development & Advocacy Consultant, who leads program design, workplans, and outcomes tracking that inform grant proposals and reports.

The position requires strong relationship-building and writing skills, comfort representing JSABC externally, and the ability to manage multiple priorities in a dynamic nonprofit environment.

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Key Responsibilities

Reception & Office Front Desk

• Answer incoming phone calls, greet visitors, and direct inquiries to the appropriate staff member during scheduled office hours.
• Provide back-up front desk coverage alongside the Manager, Executive Administration and Operations.

Grant Development & Management (Lead Role)

• Research and identify new grant opportunities aligned with JSABC’s mandate across foundation, government, and corporate funders.
• Lead the full grant lifecycle — proposal writing, budgets, supporting materials, and submission — from prospect identification through award.
• Own full-cycle funding compliance, including tracking funding agreements and deliverables, and preparing interim and final grant reports.
• Maintain the grants database and organized grant documentation systems, and lead grant stewardship, including funder acknowledgments and thank-you communications.
• Develop and maintain the grants calendar and funding pipeline.
• Expand JSABC’s funder base into corporate and non-Jewish philanthropic sectors.
• Coordinate with the Program Development & Advocacy Consultant to gather program data, outcomes, and evidence needed to strengthen grant proposals and reports.
• Provide regular grant pipeline and compliance updates to the Executive Director.

Fundraising Campaign Support

• Support mail order and other campaigns by coordinating printing, mailing logistics, timelines, and vendor liaison.
• Support phone calling campaigns by building and distributing call lists, preparing scripts, and tracking and following up on calls.
• Communicate with Board and other stakeholders for completion of work.
• Make phone calls and be comfortable with solicitation of funds and items.
• Support and coordination function; campaign strategy, messaging, targets, and timing are set by the Executive Director.

Donor Relationship Stewardship & Recognition

• Own JSABC’s donor recognition program organization-wide, including acknowledgment processes and milestone recognition.
• Draft and send donor thank-you letters.
• Deposit donation cheques at the bank, as required.
• Maintain mid- and large-donor records and stewardship notes within Keela, in coordination with the Manager, Executive Administration and Operations, who owns the database system.
• Support the Executive Director in cultivating and coordinating activities that raise funds or otherwise solicit gifts for the organization.

Community Engagement & Partnerships

• Cultivate and maintain relationships with community leaders, partner agencies, funders, and community organizations.
• Represent JSABC at community events, forums, and stakeholder meetings as needed.
• Facilitate community consultations and planning conversations where appropriate.

Volunteer Management

• Recruit, support, and coordinate JSABC volunteers and advisory groups.
• Strengthen volunteer leadership capacity across programs.

Program and Event Management

• Provide strategic and funder-facing support for organizational events, including AGM and Galas.
• Support the Program Committee and coordinate event budgets in partnership with the Manager, Executive Administration and Operations, who leads day-of logistics.
• Participate in event standing committees as needed.

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Qualifications

• Experience in grant writing and full-cycle grant management is required.
• Experience in development, fundraising, or community engagement.
• Demonstrated success building relationships with funders, partners, and community stakeholders.
• Strong writing and interpersonal communication skills.
• Comfort working within a CRM/database system for donor and grant records.
• Experience in a nonprofit environment is an asset.

Core Competencies

Grant writing, compliance, and full-cycle grant management

Donor development and stewardship

Community engagement and partnership building

Volunteer management

Program and event coordination

Clear written and verbal communication

Fosters a collaborative team environment by promoting open communication, mutual respect, and shared accountability.

Salary

Based on experience, pro-rated for hours worked.

To Apply

Please send applications to Jeff Moss:

Careers@jsabc.ca
604-732-1555 x 102
www.jsabc.ca