Canadian Health Food Association - Internal Operations and Administrative Coordinator, Internal Operations

Toronto, ON

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Position Details

Job Description

Reports to: Senior Director, Internal Operations
Direct/Indirect Reports: None

We're the Canadian Health Food Association, aka CHFA. And we're certified as a "Great Place to Work®!”

Are you passionate about people and processes? As Canada's largest trade association dedicated to natural health and organic products we're on the hunt for a People and Operations Coordinator to help support the internal team.

Working both remotely and out of our Toronto office, and reporting to the Senior Director Internal Operations, the Internal Operations and Administrative Coordinator will be responsible for a variety of internal operations and human resources-related duties.

The successful candidate will be organized, detail-oriented, and capable of both independent and team-based work. They will be particularly adept at building strong and trusting relationships, communicating effectively at all levels of the organization, and balancing multiple priorities and projects simultaneously.

Qualifications

To be successful in this role, you will:

  • Have a minimum three (3) years of experience working as an Administrative or Executive Assistant, HR Coordinator or comparable
  • Have a university degree, college diploma or certificate in Business, HR, Administration or related field
  • Have excellent organizational and time-management skills, with a strong attention to detail
  • Be a curious and resourceful self-starter and have a demonstrated ability to work well, both independently and as part of a team
  • Have a proven ability to build trust and credibility at all levels of an organization
  • Possess superior English-language communications skills, both written and oral
  • Have a proven ability to handle sensitive and confidential data and information
  • Have a high proficiency in technology (e.g., Microsoft Office Suite including SharePoint).
  • Have the ability to work in-person at our Toronto office at least once a week or as required
  • Demonstrate the ability to multi-task in a fast-paced, time-sensitive environment; be agile
  • Demonstrate attention to detail and willingness to “go the extra mile”
  • Demonstrate a passion for natural health and natural living
  • Project management skills are an asset
  • French-language communications skills are an asset.

Accountabilities:

Office Administration

  • Create, update and manage documents, processes, presentations, reports, forms and internal systems
  • Assist various committees and departments with administrative tasks as needed, including our Joint Health and Safety, Diversity, Equity and Inclusion, and Executive Steering Committees
  • Schedule, coordinate and organize meetings and travel
  • Track team expenses
  • Manage office and other supply inventory and ordering
  • Work closely with building management and ensure work orders and maintenance requests are communicated and completed
  • Manage the flow of incoming and outgoing packages and mail
  • Communicate and correspond with a variety of internal and external parties

Human Resources

  • Develop strong working relationships at all levels of CHFA
  • Data entry and maintenance of our HRIS (Collage)
  • Work closely with the Sr. Director Internal Operations on policy and process updates and communication
  • Administer engagement surveys, compile and communicate responses and make recommendations on action items
  • Complete a variety of talent acquisition tasks. Assist in writing job descriptions and postings, post open roles, pre-screen candidates, set up interviews, respond to applicants and manage our external partner recruitment site accounts
  • Onboard new team members. Manage onboarding documents and records in an organized and legally compliant manner
  • At the end of the employment journey, assist in offboarding processes and arrange exit interviews
  • Manage and track vacations, time off, and leaves of absence
  • Organize and facilitate team birthdays, service gifts, team events and recognition programs
  • Stay connected and informed on workplace trends and HR best practices

IT Administration

  • Act as the first point of contact for IT and systems services providers. Ensure equipment, phones and internet accounts are set up, and coordinate troubleshooting activities on behalf of team members
  • Track all team issued tools and equipment and manage our inventory lists, ensuring appropriate equipment distribution and returns

Board of Directors

  • Schedule and set up meetings. Coordinate hotels, travel and expenses, and meeting rooms as needed
  • Assist in preparing presentations, documents and other resources
  • Assist in Director elections through candidate intake, tracking, and responses

CHFA is growing and evolving. Other duties and special projects may be required.

Salary Range: $55,000 - $62,000

Life at CHFA

Our people are incredibly important to us and we are proud to be recognized as an employee-validated great workplace by Great Place to Work®. On top of a generous salary, we are happy to offer the following benefits:

  • Hybrid work environment and flexible working hours
  • Competitive bonus structure
  • RRSP matching program up to 5%
  • Wellness benefits including:
    • medical, dental, vision, wellbeing resources, Employee Assistance Program and Health Spending Account
    • $750 annual “Healthy Mind and Body Account” to support wellness, fitness, and personal development
  • Paid vacation plus eight (8) paid personal days
  • Summer hours (May-September) - 4-day long weekends
  • Holiday closure (Christmas - New Years)
  • Paid Community volunteering time
  • Educational resources and financial support to access the training you want

How to Apply

If you possess the necessary qualifications and are interested in this position and working with our wonderful team, please submit your resume and cover letter to careers@chfa.ca. We look forward to hearing from you!

Accommodations and Accessibility

CHFA provides employment accommodation during the recruitment process. Should you require any accommodation, please indicate this on your application and we will work with you to meet your accessibility needs.

Inclusion

At CHFA, we are committed to building an environment where everyone feels included, valued, and heard. Diversity, inclusion, and belonging are an important part of our everyday work, and it is our belief that they enable us to reach our goal of providing excellent quality and care in our services and products. We strongly encourage applications from Indigenous peoples, racialized people, people with disabilities, people from gender and sexually diverse communities and/or people with intersectional identities.

We thank all candidates for their interest in joining our team. Only those selected for an interview will be contacted. We also thank the recruitment and talent acquisition industry for their interest but ask not to be contacted at this time.

Note: This job description may be changed at any time to include new responsibilities and tasks, or change existing ones as management deems necessary.

Salary Range
$55000.00 - $62000.00
Application Deadline
03/02/2024

How to Apply

Attention to
CHFA
Contact Phone
(800) 661-4510
Contact Email
careers@chfa.ca
Company Website
chfa.ca
Preferred Submission Method
EMAIL