Office Admin & Social Media Coordinator

Reports to: Community Director

Location: BGC Weston Mount Dennis Club Youth Center - 106 Emmett Avenue

Employment Type: Fixed-Term Contract

Contract Dates: August 31, 2026, to April 9, 2027

Schedule: Monday to Friday, 9:00 a.m. to 2:00 p.m.

Hours: 25 hours per week

Position Summary

Under the direction of the Community Director, the Office Administrator & Social Media Coordinator is responsible for providing administrative and operational support to the Weston Mount Dennis and Lawrence Heights locations while assisting with communications, marketing, and program promotion.

This position is responsible for managing program registrations through the AMILIA registration system, maintaining accurate participant and program records, preparing reports and spreadsheets, responding to general inquiries, and providing office and reception support.

The Office Administrator & Social Media Coordinator will also create social media content, promotional materials, newsletters, and other communications for participants and families. All communications and promotional materials will be developed in accordance with organizational guidelines and submitted to the Communications Coordinator for final review and approval before posting or distribution.

Duties and Responsibilities

Administrative and Office Support

• Provide administrative support to the Weston Mount Dennis and Lawrence Heights locations.
• Manage program registrations and participant information using the AMILIA registration system.
• Input, update, review, and maintain accurate electronic records and participant information.
• Create and maintain spreadsheets for tracking registration, attendance, program participation, and reporting requirements.
• Prepare and distribute documents, including memos, meeting minutes, schedules, letters, and internal communications.
• Generate monthly reports and other reports as requested by management.
• Maintain organized and confidential physical and electronic filing systems.
• Schedule meetings and appointments as directed.
• Support the Community Director and management team with administrative duties, special projects, and operational tasks.
• Provide reception and telephone coverage during scheduled hours.
• Respond to general inquiries from participants, families, staff, community members, and partners professionally and within the position’s knowledge base.
• Direct inquiries to the appropriate staff member when additional support or authorization is required.
• Greet and assist visitors in a knowledgeable, professional, and courteous manner.
• Assist with maintaining office supplies, forms, and administrative resources.
• Perform other related duties as assigned.

Social Media and Communications Support

• Assist in developing and maintaining a monthly social media and communications content calendar.
• Create engaging and accessible social media content for platforms including Instagram and Facebook.
• Draft captions, promotional copy, program descriptions, announcements, and supporting text for social media graphics.
• Design flyers, posters, and promotional materials to advertise programs, events, registration opportunities, employment opportunities, and organizational needs.
• Develop and format newsletters and email communications for distribution to participants and families.
• Submit all social media posts, newsletters, graphics, and promotional materials to the Communications Coordinator for final review and approval.
• Monitor social media accounts for messages, comments, and general inquiries and draft appropriate responses for review when required.
• Ensure communications are accurate, professional, family-friendly, and consistent with organizational branding and communication standards.
• Track basic social media engagement metrics and assist with monthly communications and social media reporting.
• Capture program highlights through approved photographs, videos, participant stories, and onsite content collection when required.
• Ensure appropriate consent and organizational procedures are followed when collecting or using photographs, videos, testimonials, or participant information.
• Collaborate with program and management staff to identify upcoming activities, success stories, registration deadlines, and promotional priorities.

Qualifications and Experience

• Post-secondary education in office administration, business administration, communications, marketing, or a related field is preferred.
• Previous experience in an administrative, office support, communications, social media, or customer service role.
• Experience working in a community-based, nonprofit, recreation, education, or youth-serving organization is considered an asset.
• Experience using registration or client-management systems is preferred. Experience with AMILIA is considered a strong asset.
• Experience creating social media content and promotional materials for Instagram and Facebook.
• Experience using design and communication platforms such as Canva, Microsoft Publisher, Mailchimp, or similar tools is considered an asset.
• Proficiency with Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Microsoft Teams.
• Strong spreadsheet management, data-entry, formatting, and reporting skills.
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines.
• High level of accuracy and attention to detail.
• Ability to handle confidential and sensitive information professionally.
• Strong interpersonal and customer-service skills.
• Ability to work independently and collaboratively as part of a team.
• Ability to communicate professionally with children, youth, families, staff, community members, and organizational partners.
• Willingness and ability to work between the Weston Mount Dennis and Lawrence Heights locations when required.

Core Competencies

• Administration and organization
• Attention to detail
• Communication and professionalism
• Creativity and content development
• Customer service
• Digital literacy
• Initiative and problem-solving
• Reliability and accountability
• Teamwork and collaboration
• Confidentiality and sound judgment

Additional Requirements

• Successful completion of a Vulnerable Sector Check prior to employment.
• Standard First Aid and CPR-C certification, or willingness to obtain certification within a specified period.
• Ability to work occasional evenings or weekends to support programs, training sessions, special events, or onsite content collection when required.
• Access to reliable transportation between program locations is considered an asset.

Availability

Must be available to work Monday to Friday from 9:00 a.m. to 2:00 p.m.

Occasional evenings, training sessions, PA Days, and special events may be required.

Contract Term

This is a fixed-term maternity leave coverage position beginning on August 31, 2026, and ending on April 9, 2027.

Continuation or extension of the position beyond the contract end date is not guaranteed and will be based on organizational and program needs.

Application Process

Applications will be reviewed on an ongoing basis. Only candidates selected for an interview will be contacted. Interviews may be scheduled throughout the posting period.

Equity Statement

BGC Weston Mount Dennis & Lawrence Heights Club is committed to fostering an inclusive and equitable workplace. We encourage applications from members of the local community and individuals from equity-deserving groups, including Indigenous, Black, racialized, 2SLGBTQIA+, and newcomer communities.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.