Job Description

Kind Minds Family Wellness (KMFW) is a Black-led, Black-serving, and Black-mandated organization composed of experienced Black professionals with over 15 years of expertise in trauma-informed work. We address the unique challenges Black individuals face in navigating systems that often lack cultural inclusion. Recognizing the impact of intergenerational trauma and historical distrust in healthcare and social services, our mission is to provide culturally responsive support, foster trust, and empower Black communities on their path to holistic wellness.

Position Overview

KMFW is seeking a detail-oriented and organized Office Administrative Support professional to ensure smooth day-to-day operations. This role involves managing administrative tasks, coordinating office activities, supporting team members, and ensuring efficient communication across the organization. The ideal candidate is proactive, resourceful, and comfortable handling multiple responsibilities in a fast-paced, mission-driven environment. If you have strong organizational skills and a passion for supporting Black communities, we encourage you to apply.

What You Bring to the Role

You are a highly organized, efficient, and proactive administrative professional with a keen eye for detail. Your ability to multitask, streamline office operations, and provide seamless support to staff makes you an invaluable asset. With strong communication and problem-solving skills, you thrive in a collaborative work environment and are committed to KMFW’s mission. Adaptable and resourceful, you take initiative to improve processes and ensure that administrative functions run smoothly. If you’re looking to contribute to a purpose-driven organization, we’d love to hear from you.

Salary: $22 - $27 Hourly

Employment Type: Part-Time

Location: City of Cambridge, Kitchener, Waterloo, and the Townships (Dumfries, Wellesley, Wilmot and Woolwich).

Employment Status: Contract

Hybrid Work

Key Responsibilities

Executive & Operational Support

• Provide direct administrative support to the Executive Director, Operations Director, and Founding Director.
• Manage calendars, schedule meetings, and coordinate travel arrangements.
• Prepare agendas, take minutes, and follow up on action items from meetings.
• Assist in drafting correspondence, reports, and presentations.
• Organize and maintain important organizational records and files.

Office Administration & Coordination

• Ensure the smooth operation of day-to-day administrative functions.
• Maintain office supplies, equipment, and inventory, ensuring necessary resources are available.
• Oversee office logistics, including scheduling office use and maintaining an organized workspace.
• Support the development and implementation of administrative policies and procedures.
• Serve as the primary point of contact for general inquiries and correspondence.

Communications & Stakeholder Coordination

• Assist in drafting internal and external communications, including emails, newsletters, and reports.
• Manage organizational contact lists and ensure accurate record-keeping.
• Coordinate communication between internal departments, partners, and community stakeholders.
• Support the planning and execution of organizational events, including logistics, scheduling, and registration.

Financial & Record Management

• Assist with tracking expenses, processing invoices, and supporting budget management.
• Maintain accurate records of financial transactions and grant-related documentation.
• Prepare and organize reports, ensuring compliance with funding requirements.
• Support the submission of grant applications, financial statements, and impact reports.

Program & Event Support

• Assist in organizing team meetings, workshops, and community engagement events.
• Coordinate event logistics, including venue selection, materials preparation, and volunteer coordination.
• Track event attendance and feedback to support continuous improvement.

Job Requirements

Knowledge 

• Understanding of office administration, scheduling, and records management .
• Familiarity with nonprofit operations and community-based organizations .
• Knowledge of financial processes such as expense tracking, invoicing, and basic budgeting.
• Awareness of trauma-informed practices and cultural sensitivity when engaging with Black communities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and administrative software.

Skills 

• Exceptional organizational skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills for drafting reports, emails, and stakeholder correspondence.
• Detail-oriented and proactive problem-solving skills to ensure smooth office operations.
• Time management skills to handle scheduling, event coordination, and administrative deadlines effectively.
• Data entry and record-keeping skills , ensuring accuracy in documentation and compliance with funding requirements.

Abilities 

• Ability to anticipate the needs of the Executive Director, Operations Director, and Founding Director.
• Ability to work independently and collaboratively in a dynamic, mission-driven environment.
• Ability to handle confidential information with discretion and professionalism.
• Ability to engage with diverse stakeholders , including community members, funders, and partners.
• Ability to adapt quickly to changing priorities and organizational needs.

Perks of the Role

• Impactful Work – Contribute to a Black-led, Black-serving organization that fosters community wellness and empowerment.
• Professional Growth – Gain experience in nonprofit administration, operations, and stakeholder engagement with opportunities for learning and development.
• Supportive Environment – Work with a dedicated and mission-driven team in a culturally affirming and inclusive workplace.
• Flexible Work Arrangements – Enjoy a balance between structured tasks and adaptable work schedules to support your well-being.

KMFW's Commitment

At Kind Minds Family Wellness (KMFW), we are unwavering in our commitment to respect, equity, inclusivity, openness, diversity, and the self-determination of the communities we serve. As a Black-led, Black-serving, and Black-mandated organization, we prioritize culturally sensitive, evidence-based programs that address the unique needs of Black individuals and families. Our strategic plan, developed in close collaboration with our stakeholders, aligns with our mission to create equitable access to services and foster community empowerment. We are dedicated to building trust, promoting transparency, and ensuring that our work actively uplifts and strengthens the communities we serve.

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