Administrative Coordinator - Executive Team

About this position

Position: Administrative Coordinator – Executive Team

Company: Luke’s Place

Type: Full-Time Position

Classification: Hybrid – on site days as assigned

Location: 707 Simcoe Street South, Oshawa

About the organization:

Luke’s Place is an award-winning centre of excellence in family law support for women who have been subjected to intimate partner violence. We provide legal support services and summary legal services to hundreds of women and their children across Ontario every year and share our expertise with thousands of service providers.

Luke’s Place conducts research to understand the impact of legal and related systems and processes on women’s lives. We engage in advocacy to share these findings and improve these systems and processes. Luke’s Place envisions a family law system that promotes healthy safe families, living free from abuse, and the threat of abuse. 

We value our staff:

Working at Luke’s Place means that you will enjoy a collaborative and dynamic work environment.  We provide you with work that is engaging and impactful while promoting the health and wellness of our team.  We also provide:

• A Health Care spending account

• Opportunities to be mentored by cross functional teams focussing on learning and training methodologies and platforms

• Work Life Balance

• Salary range $50,000 - $52,500 based on qualifications and experience 

• Competitive vacation allowance

Position Overview:

Luke’s Place is seeking a full-time Administrative Coordinator, with a minimum of 5 years’ experience, to provide confidential support to the executive and operations teams.  We are looking for an experienced administrative professional who can independently coordinate meetings, support recruitment and onboarding efforts, and provide effective administrative support to the Board of Directors with minimal supervision. This position requires an on-site presence at our Oshawa office.

You will succeed at Luke’s Place if you are:

An Excellent Communicator – you bring with you the ability to quickly build professional rapport with leadership and external partners.  Your verbal style must be confident, courteous, and clear to support program coordination with ease.

Exceptionally Detailed – you bring impeccable attention to detail to every aspect of your work, from event planning to documentation maintenance and recording concise meeting minutes.  Your attention to detail is truly second-to-none.

Independent – you are self-motivated, organized, and manage your time well.  As a key go-to person in the organization you must be able to fluidly navigate multiple priorities and deadlines in a multidisciplinary team.

Responsibilities:

• Coordinate all aspects of organizing team and Board meetings and events, including venue bookings, invitations, catering, preparation and distribution of meeting materials, and recording minutes

• Maintain accurate documentation, data and statistics

• Track and coordinate reporting obligations

• Coordination and support for recruitment, onboarding and offboarding of board members and staff

• Oversee and maintain Board of Directors’ learning portal content

• Shared front desk coverage

• Carry out general office duties (e.g. photocopying/scanning, scheduling, data entry, and file/server maintenance, monitor office supplies)

• Support for workplace technology issues and facility issues

Requirements and Qualifications: 

• Post-secondary diploma or degree in office administration, or related/equivalent education

• Minimum 5 years’ demonstrated experience in performing administrative duties

• Superior organizational and time management capabilities; ability to multitask, prioritize work and meet deadlines

• Excellent written and oral communication skills including recording concise minutes; impeccable attention to detail

• Exceptional interpersonal and problem-solving skills

• Solid working knowledge of office management systems and procedures

• Intermediate to advanced level proficiency in MS Office, Outlook, SharePoint, Teams, Survey Monkey, and Zoom; comfortable using audio/visual technologies

• Demonstrated knowledge and understanding of the dynamics of intimate partner violence

• Sound knowledge and commitment to a feminist, trauma-informed, gender-based, and intersectional analysis framework, and anti-oppression values

• Satisfactory Criminal Record Check (including a Vulnerable Sector Screening) 

Our Guiding Principles:

These are the core values that we operate under and the base expectations we all hold each other accountable to. They give some context to how we work independently as well as together. 

• Women and their children have the right to be safe and family law should promote and provide this safety

• Addressing violence against women requires an intersectional feminist approach

• Women’s stories of their lived experience shape and direct our work

• Violence against women is a global social reality. Ending it is a global social responsibility

• Our direct service work grounds our knowledge mobilization work and our systemic advocacy

Application:

Luke's Place, in accordance with its gender responsive anti-oppressive framework, welcomes and encourages applications from women, especially within equity-seeking groups. We use the term women to include all self-identified women including two-spirited, non-binary, cisgender, or transgender women.

We are committed to creating a diverse and inclusive environment, so we strongly encourage you to apply even if you do not believe you meet every single qualification outlined but read this posting with excitement.

Priority will be given to candidates with experience related to Violence Against Women. 

How to apply:

At Luke’s Place we are committed to fostering a healthy and positive work environment.  In accordance with the Accessibility of Ontarians with Disabilities Act, 2005 and the Ontario Human Right Code, we encourage applications from all qualified candidates and will accommodate applicants’ needs throughout all stages of the selection process.  If selected to participate in the recruitment and selection process, please inform the representative from Luke’s Place of any accommodations you may require to ensure your equal participation.

We look forward to hearing from you!