Operations & Executive Coordinator (ENGLISH/SPANISH ONLY)

Do not apply if you are not bilingual in English and Spanish.

Location: Greater Toronto Area (GTA), Ontario, Canada

Type: Full-Time, Remote – 40 hours/week

Compensation: $20–21/hour, depending on experience

Reports to: President & Founder

Start Date: Early December 2026 (initial training and onboarding period)

Position Summary

Smiles Foundation is seeking a highly organized, proactive, and bilingual Operations & Executive Coordinator to support the organization’s daily operations while providing direct executive support to the President & Founder.

This is a multifaceted role combining operations coordination, executive assistance, administration, community program management, stakeholder communication, donation logistics, volunteer coordination, and organizational development.

The successful candidate will serve as a central point of coordination between the President & Founder, internal teams, volunteers, instructors, donors, vendors, municipal partners, clinics in the Dominican Republic, and other external stakeholders.

A key component of this role is acting as an extension of the President & Founder, ensuring decisions, requests, priorities, and commitments are translated into clear actions and followed through to completion.

This position is ideal for someone comfortable managing multiple priorities independently, anticipating needs, following up consistently, solving day-to-day operational issues, and helping build effective systems as the organization grows.

Fluency in English and Spanish is required.

Key Responsibilities

Executive Support & Operations

• Provide day-to-day executive and administrative support to the President & Founder.
• Manage leadership priorities, follow-ups, reminders, meetings, deadlines, calendars, and outstanding action items.
• Prepare meeting agendas, notes, summaries, presentations, reports, and follow-up communications.
• Draft, edit, format, and translate professional communications in English and Spanish.
• Communicate with internal and external stakeholders on behalf of the President & Founder when appropriate.
• Coordinate daily operations, cross-functional projects, deadlines, deliverables, and organizational priorities.
• Maintain internal systems, Google Drive structures, records, templates, trackers, and administrative documentation.
• Develop and maintain procedures, workflows, checklists, internal controls, and standard operating procedures.
• Support purchasing, invoices, expenses, vendor coordination, subscriptions, and budget tracking.
• Identify operational inefficiencies and recommend practical improvements.
• Maintain confidentiality when handling organizational, personnel, donor, financial, and leadership information.

Community Programs & Instructor Coordination

• Coordinate community-based recreation and dance programs delivered in partnership with municipalities and community centres.
• Recruit and coordinate instructors and independent contractors, including schedules, assignments, replacements, availability, and required documentation.
• Communicate program, schedule, room, and operational changes to instructors and municipal partners.
• Maintain instructor records, qualifications, compliance documentation, attendance information, and program follow-ups.
• Support participant recruitment and program promotion when enrollment is below required levels.
• Troubleshoot program issues and coordinate timely solutions.

Donations, Warehouse & International Logistics

• Coordinate donation processes from initial donor communication through transportation, warehouse delivery, and documentation.
• Communicate with donors regarding products, quantities, valuations, tax-receipt documentation, transportation, and delivery requirements.
• Prepare shipping labels and donation instructions and maintain accurate donation records.
• Coordinate with warehouse personnel regarding incoming donations, inventory information, photos, and storage.
• Maintain communication with donors and support long-term donor relationships.
• Assist with shipments and containers of donated dental and medical supplies to the Dominican Republic.
• Coordinate documentation, timelines, inventory, transportation, and logistical requirements.
• Communicate with clinics and operational teams in the Dominican Republic regarding supply needs, reports, documentation, and operational requests.

Volunteer & HR Coordination

• Support volunteer recruitment, screening, onboarding, orientation, engagement, and ongoing coordination.
• Maintain volunteer, staff, contractor, and instructor records and compliance documentation.
• Coordinate day-to-day tasks and follow-ups with volunteers and staff.
• Identify staffing and volunteer gaps and support recruitment efforts.
• Draft job descriptions, volunteer role descriptions, recruitment materials, policies, and internal HR documentation.
• Support volunteer meetings, communications, recognition, and offboarding processes.

Organizational Development & Stakeholder Relations

• Assist leadership in developing organizational structures, departments, roles, responsibilities, and reporting relationships.
• Develop templates, trackers, procedures, communication tools, and administrative systems to improve efficiency and accountability.
• Help implement new organizational systems and processes and develop scalable solutions as the Foundation grows.
• Serve as a professional point of contact for donors, vendors, municipal staff, instructors, volunteers, community partners, clinics, warehouse personnel, and service providers.
• Coordinate meetings, information requests, documentation, and stakeholder follow-ups.
• Support positive long-term relationships with organizational partners.
• Assist with fundraising initiatives, events, community activities, and special projects as required.

Qualifications

• 2–4 years of experience in operations, administration, executive assistance, program coordination, project coordination, or a related field.
• Fluency in English and Spanish, both written and spoken, is required. Please do not apply if you are not bilingual in English and Spanish.
• Strong organizational, multitasking, and follow-up skills with excellent attention to detail.
• Excellent professional written and verbal communication skills.
• Ability to manage multiple projects, priorities, stakeholders, and deadlines simultaneously.
• Ability to work independently, take initiative, anticipate needs, and solve day-to-day operational problems.
• Strong discretion and professionalism when handling confidential information.
• Experience supporting senior leadership is considered an asset.
• Experience coordinating vendors, contractors, volunteers, programs, donors, or external partners is considered an asset.
• Experience with invoicing, purchasing, expense tracking, administrative documentation, or operational reporting.
• Proficiency with Google Workspace, including Gmail, Google Drive, Docs, Sheets, Calendar, and Forms.
• Comfortable using spreadsheets and project-management tools such as Trello or similar platforms.
• Strong research, communication, and problem-solving skills.
• Proactive, adaptable, resourceful, and comfortable working within a growing organization.
• Commitment to the mission and long-term development of Smiles Foundation.
• Permanent Resident or Canadian Citizen.

What We Offer

• Full-time remote position.
• Training and onboarding beginning in early December 2026.
• Opportunity to work closely with organizational leadership.
• Exposure to nonprofit operations, executive support, community programming, international logistics, donor relations, volunteer management, and organizational development.
• Ongoing professional development and leadership opportunities.
• Opportunity to take increasing ownership of operational areas as the organization grows.
• Collaborative and mission-driven work environment.
• Opportunity to directly contribute to the development of organizational systems and processes.
• A workplace that values bilingualism, inclusion, initiative, responsibility, and long-term commitment.

How to Apply

Interested candidates are encouraged to apply through LinkedIn. You may also send your resume and cover letter directly to dgallardo@smilesfoundation.org

Please ensure your application clearly demonstrates your relevant experience and your fluency in both English and Spanish.