Program Assistant

Compensation: $52,000 - $55,000 per year (dependent on experience)

Hours: 40 hours/week (full-time)

Location: Victoria, BC

OUTCOMES

The Program Assistant supports the delivery of Thriving Non-Profits learning programs and related activities across the Thriving Non-Profits Journey. This role provides administrative support to ensure programs run smoothly and participants have a positive and organized learning experience.

The Assistant helps ensure the Thriving Non-Profits cohort program operates efficiently by supporting program logistics, maintaining participant records, coordinating communications, and assisting facilitators and coaches with the materials and information required for program delivery.

Working closely with the Program Coordinator, Program Manager, the Thriving Non-Profits team, and other business areas, the Program Assistant supports smooth day-to-day program administration and helps maintain a consistently high-quality experience for participants, facilitators, coaches, and partners.

RESPONSIBILITIES 

1. Program Planning and Delivery Support

• Provide administrative and logistical support for the delivery of Thriving Non-Profits cohort programs and related activities.
• Assist with scheduling sessions, preparing materials, and coordinating program logistics.
• Support the preparation of session agendas, presentation materials, and participant resources.
• Assist with hosting online program sessions, including managing Zoom logistics and participant access.
• Support preparation and coordination for Thriving Non-Profits information sessions, workshops, and program events.
• Provide administrative support for cohort marketing activities, including information sessions, and supporting outreach and communications.

2. Participant Support

• Support the cohort application process by organizing applications, maintaining records, and assisting with applicant communications.
• Maintain accurate participant records, program databases, and cohort contact lists.
• Assist with participant onboarding, including sending welcome materials and program information.
• Support participant communications throughout the program, including reminders, updates, and follow-up messages.
• Support participant and partner invoicing, including tracking payments, supporting reconciliation with internal systems, and following up on accounts receivable.

3. Facilitator and Coach Support

• Provide administrative support for the recruitment, onboarding, and coordination of facilitators and coaches, including scheduling, documentation, and communications.
• Provide administrative support for facilitators and coaches involved in program delivery.
• Assist with preparing and distributing session materials, schedules, and participant information.
• Coordinate logistics for coaching sessions, including scheduling and calendar coordination.
• Ensure facilitators and coaches have access to the tools and information needed to deliver their sessions.
• Provide administrative support for facilitator and coach invoicing, including collecting invoices, and maintaining accurate records.

4. Program Communications Support

• Respond to routine participant inquiries and direct more complex issues to the Program Coordinator or Program Manager as appropriate.
• Support communication with participants, facilitators, coaches, and partners regarding program logistics and updates.
• Assist with maintaining organized communication records and documentation related to program activities.
• Contribute to maintaining a positive participant experience through timely and clear communication.

5. Program Reporting and Continuous Improvement

• Maintain organized program records, files, and documentation.
• Assist with collecting participant feedback and supporting program surveys.
• Support tracking participation, outcomes, marketing, sales, and journey progression data.
• Assist with preparation of program summaries, reports, and documentation as requested.
• Support ongoing improvements to program administration systems and processes.

REQUIRED SKILLS & EXPERIENCE

 Education and Background

• Diploma or degree in Business Administration, Communications, Education, Non-Profit Management, or a related field, or equivalent practical experience.
• 1–2 years of experience in administrative support, program administration, event coordination, or a similar operational role.

 Core Skills

• Strong organizational and administrative skills with the ability to manage multiple tasks and deadlines.
• Experience supporting programs, events, or training initiatives in an administrative capacity.
• Clear and professional written and verbal communication skills.
• Strong attention to detail in documentation, scheduling, and program records.
• Ability to work collaboratively with team members and external stakeholders.
• Ability to follow established systems and processes while supporting efficient program operations.

 Technical Skills:

• Google Workspace (Gmail, Calendar, Docs, Sheets, Slides, Drive).
• Microsoft Office applications (Word, Excel, PowerPoint).
• Project management tools such as Asana or similar software.
• Zoom or similar video conferencing platforms.
• Learning management systems such as Thinkific or similar platforms (an asset).

 Personal Attributes

• Organized and detail-oriented with a proactive approach to administrative tasks.
• Collaborative and supportive team member who communicates clearly and professionally.
• Adaptable and able to manage multiple priorities in a fast-paced environment.
• Solutions-focused and responsive to participant and team needs.
• Interest in and familiarity with the non-profit, charity, or social impact sector.

ABOUT SCALE COLLABORATIVE AND THRIVING NON-PROFITS 

Scale Collaborative is a certified B-Corporation dedicated to building a thriving, connected and abundant social impact sector by increasing access to resources and capital. Scale helps non-profits, charities, social enterprises, and other impact sector organizations transform through a variety of coaching, consulting, capacity building, funding, and cutting-edge research.

Thriving Non-Profits is one of Scale’s flagship brands. It is a three-stage journey to financial resilience for non-profits, including learning, coaching, consulting, and investment support. Learn more at www.thrivingnonprofits.ca

WORK CULTURE AND ENVIRONMENT

At Scale, our employees enjoy a work culture that is fast paced, encourages innovation, and recognizes the specific talents that each employee brings. Scale offers flexible work hours and workspace at our impact co-working space, TheDock Centre for Social Impact, in downtown Victoria British Columbia.

Scale is committed to building a team that brings diverse perspectives and is inclusive for all. and those with diverse backgrounds are encouraged to apply. This is how we are building a diverse team:

• We recognize non-Canadian work experience on par with Canadian work experience.
• We are eager to learn from and integrate BIPOC and 2SLGBTQQIAP+ identifying perspectives into the work of building an inclusive economy.
• We value work and life experience as much as educational background.
• We believe in giving young people the opportunity to do impactful work that combines opportunity and responsibility.
• We understand that people’s lives are dynamic and that a 9-5 schedule does not work for everyone; we consider flexibility in terms of place and hours.