Assistant Executive Director (Part-Time, ~20 Hours/Week)
The Chapman Group - 3 Jobs
Saint John, NB
Job Details:
The Chapman Group is assisting its client, the Saint John East Food Bank, in recruiting for a part-time Assistant Executive Director. The Saint John East Food Bank is a community-based nonprofit organization dedicated to reducing hunger and supporting individuals and families facing food insecurity in the Saint John area. Through the collection and distribution of food, it provides essential assistance in a respectful and dignified manner while working with volunteers, donors, and community partners to respond to local needs. The organization operates in alignment with national food bank standards and plays an important role in strengthening community well-being and resilience.
Position Overview
The Assistant Executive Director (AED) supports the Executive Director in the effective operation and governance of the Saint John East Food Bank. This role focuses on administrative coordination, compliance with Food Banks Canada standards, governance documentation, and organizational reporting. Working in a part-time capacity, the AED plays a key role in ensuring the organization remains organized, compliant, and well-supported in its mission to serve the community.
1. Governance & Compliance Support
· Lead and coordinate preparation for Food Banks Canada National Standards compliance.
· Maintain and organize governance documents, policies, and records.
· Support implementation and tracking of board policies and procedures.
· Assist in ensuring compliance with privacy, risk management, and organizational policies.
2. Board & Reporting Support
· Prepare materials and documentation for Board of Directors meetings.
· Assist in drafting operational and compliance reports.
· Maintain accurate organizational records and reporting systems.
· Track key metrics related to operations, service delivery, and impact.
3. Administrative & Operational Coordination
· Support day-to-day administrative functions of the organization.
· Maintain filing systems, databases, and documentation processes.
· Assist with internal communications and coordination across volunteers and leadership.
· Ensure information is accurate, accessible, and up to date.
4. Volunteer & Community Support
· Assist with volunteer coordination, scheduling, and communication.
· Help maintain a positive and organized volunteer environment.
· Support onboarding and record-keeping for volunteers.
· Assist with donor and community partner communications.
5. Data Management & Communications
· Maintain operational statistics and reporting systems.
· Support donor tracking and communication efforts.
· Assist with basic communications (e.g., emails, newsletters, updates).
· Ensure accurate data collection to support funding and reporting requirements.
· Scope of the Role (Part-Time Considerations)
· Focus on administration, coordination, and compliance, rather than full operational leadership.
· Work closely with the Executive Director to prioritize high-impact tasks.
· Emphasis on organization, documentation, and reporting systems to support sustainability.
· Flexible workload depending on organizational priorities and reporting cycles.
· Post-secondary education in administration, business, nonprofit management, or related field (or equivalent experience).
· 2-5 years of experience in administrative, nonprofit, or coordination roles.
· Experience supporting governance or board processes is an asset.
· Familiarity with data tracking, reporting, or compliance environments preferred.
Knowledge, Skills & Abilities
· Strong organizational and administrative skills with close attention to detail.
· Ability to manage multiple priorities independently in a part-time role.
· Proficiency in Microsoft Office / Google Workspace and database systems.
· Strong written and verbal communication skills.
· Discretion and ability to handle confidential information.
· Collaborative, flexible, and solutions-oriented mindset.
Working Conditions
· Approximately 20 hours per week, with flexible scheduling.
· Primarily administrative work, with occasional on-site support as needed.
· Some evening or weekend availability may be required for Board meetings or events.
Key Success Factors
· Strong organization and documentation systems
· Reliable board and compliance support
· Accurate and timely reporting and data management
· Effective coordination with volunteers and leadership
· Ability to prioritize and work independently in a part-time structure
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