Job Description

About Us
SWAP Working Holidays is an organization that offers youth aged 18 – 35 a truly unique opportunity to explore the world through work and travel. We welcome thousands of international youth into Canada every year and help them upon arrival and throughout the duration of their time in Canada, to explore and enjoy as much of this wide country as possible! We also send Canadian citizens abroad to various countries on our outbound programs.

We’re looking for a creative, energetic, multi-talented individual, who thrives in a busy, bustling environment and loves to help others. This is a fun job where you get the satisfaction of helping people adjust to life in Canada all while having a great time (where else can you run a pub night and organize hockey games with people from all over the world as part of your role?!)

The Role
As the Vancouver Assistant Program Coordinator, your job is to welcome newcomers on Working Holiday visas and to assist them in their first steps of settling in Canada. You are a naturally helpful, kind, empathetic, and patient individual who is understanding and enjoys interacting with new cultures, languages, and traditions, and takes enjoyment in sharing Canadian culture, traditions, history, and quirks with these participants. Ideally, you have travelled Canada / North America extensively and can suggest some awesome spots to check out – especially in Vancity and the Lower Mainland! An outgoing personality is also a must for this position, as we host social events every month for participants, encouraging newcomers to meet other Swappers and enjoy true Canadian outings.

Our Vancouver office is a drop-in centre in a 2SLGBTQIA+ friendly, accessible setting. You will be responsible for a variety of administrative tasks and providing one-on-one support to current participants as required. This includes offering detailed resume review, employment advice, travel recommendations, and more. You will also run weekly group orientations, so strong communication skills are imperative. Our busiest time of year (June–October) sees a high level of arrivals and applicants must be able to work within a fast-paced, ever-changing environment.

This position requires a high level of multitasking, attention to detail, problem-solving, and handling of sensitive and confidential information. You must be flexible and able to prioritize projects and clients as each day is different at SWAP!

Responsibilities & Qualifications

As an Assistant Program Coordinator, you will:
• Report to Vancouver Program Coordinator and National Programs Manager
• Answer participant enquiries and assist with any problem-solving in a friendly manner
• Provide customized, one-on-one support (accommodation, travel, healthcare, driving, etc.)
• Assist participants with job-searching advice and techniques and one-on-one resume and cover letter review (must be comfortable working with varying levels of English-language ability)
• Perform data entry and database management / maintenance
• Update job database listings weekly
• Reply to emails and answer phone calls
• Ensure all office resources are up-to-date and deal with any problems that might arise; organize office supplies, luggage storage, and participant records
• Keep up-to-date local, regional and national travel information
• Communicate daily with the team in the Toronto and Vancouver offices
• Manage incoming and outgoing participant mail
• Foster relationships with current and prospective employers
• Run weekly group orientations for new arrivals
• Help plan and coordinate social events
• Generate content for and maintain our social media platforms (Discord and Instagram)
• Assist with any other program delivery as needed (Work in Canada or outbound programs included)

Qualifications:
• Post-secondary education
• Some administrative experience in an office environment preferred
• Superb written and verbal communication skills; self-described “people person”
• Strong preference for candidates with previous experience working with youth or young adults
• Strong preference for candidates with previous experience in ESL environments
• Strong knowledge of Vancouver, the lower mainland, and Western Canada
• Excellent interpersonal skills; commitment to delivering high-level of customer service
• Outgoing and enthusiastic
• Empathetic and puts clients first; able to quickly assess situations and advise accordingly
• Preference for applicants with extensive travel experience
• Must be highly organized and comfortable working in fast-paced environments; flexible and adaptable and able to prioritize projects
• High attention to detail
• Community-minded individual; comfortable working with people from diverse backgrounds (previous experience in community spaces a strong asset)
• Experience using Flodesk and Canva an asset
• Second language an asset

Applicants must be available to work on-site during office hours: Monday to Friday, between 9am-5pm.
• Salary/Wage: $45,000 annually
• Extended health benefits after 3 months
• Casual dress

Salary/Wage

45k/year

Job Application Process

Please submit your resume and a detailed, creative cover letter which indicates why you would be an excellent fit for this position, and why you should be an ambassador for Canada! In your cover letter, tell us about your favourite place in Canada to visit, and your most memorable travel experience (Canada or elsewhere). Please email your cover letter and resume to Meaghan at mfennell@swap.ca. *All applicants must reside and be entitled to work in Canada at time of application with a valid Social Insurance Number. We will not be considering applicants who do not meet these criteria.

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