Operations Manager
Helping Hands Jamaica Foundation

The mission of Helping Hands Jamaica Foundation (HHJF) is to improve the lives of the next generation of Jamaicans by creating a world-class education system through investment in the infrastructure, resource materials and expertise made possible from generous contribution and tireless effort of numerous donors and volunteers.

Reporting to the Chairman/Executive Director, the Operations Manager will be responsible for the day-to-day operation and effective administration and execution of Helping Hands Jamaica Foundation’s events and activities with five primary areas of responsibility: 

  • Event planning and production
  • Coordinating Internal and External communication
  • Fundraising
  • Financial and office administration

Work Hours & Location

Full-time (approx. 40 hours per week) Monday to Friday preferred, with the work taking place off-site or at Helping Hands Jamaica Foundation’s office in Toronto. However, the successful candidate will be provided a list of measurable goals with target dates for each and will have the opportunity to negotiate a work schedule that is flexible. Must be adaptable to occasional evenings, weekends and travel within Canada, the United States and the Caribbean.


Event Planning & Production

  • Work collaboratively with the Chairman/Executive Director and other staff/volunteers to establish an annual calendar of events and activities that promote HHJF
  • Lead the production of HHJF’s events across Canada, including: negotiating contracts, securing sponsorships, budgets and financial reconciliation, accommodation and travel schedules, set-up, staging, food and beverage, etc.
  • Manage the planning and execution of HHJF’s annual gala in Toronto, ON and the annual walk-a-thon fund raiser as well as various school build excursions
  • Acquire and coordinate a team of volunteers
  • Initiate and execute a crowd-funding event

External Communication

  • Develop and implement marketing and communications strategies for individual events and activities
  • Prepare, produce and manage the administration of HHJF’s monthly e-newsletter and website
  • Prepare, produce and manage the administration of HHJF’s donor communication strategy
  • Contribute to the successful management of relationships with all National and Regional Partners, Community Partners and vendors
  • Assist in the copy editing of Press Releases and other materials
  • Manage the administration of HHJF’s presence on social media


  • Support a comprehensive fundraising strategy
  • Support the acquisition of alternate streams of revenue including but not limited to: private foundations, trusts, corporations, and public and private funds

Financial & Office Administration

  • Coordinate and ensure excellent Board communication, including keeping Board binders up-to-date
  • Schedule meetings and prepare agendas with Board and Executive Director;
  • Attend and take minutes at Board Meetings
  • Ensure compliance with all regulatory requirements for not-for-profit/charitable organization
  • Identification and application to all relevant grant or bursary programs available to HHJF
  • Build positive relationships with all National and Regional Partners, ensuring the highest level of account service is delivered
  • Track, report and contribute to expense/revenue budget management
  • Prepare cheques, wire transfers, invoices and other financial documents
  • Daily banking – processing payments and deposits Ensure confidentiality of all corporate partnership contracts and agreements
  • Weekly follow-up of all A/R and A/P balances
  • Perform administrative tasks as required by the Chairman/Executive Director and Board of Directors, including office supply management, scheduling, travel arrangements, regular office operations, and maintaining donor mailing lists and database of donor information, etc.

Skills & Experience

Leadership skills: 

  • Work independently
  • Ability to manage multiple tasks/projects effectively
  • Motivate volunteers and members alike
  • Convey ideas that driveHHJF growth and development
  • Educational background in a field related to event management, administration or related field preferred, but not required
  • Minimum two years of experience in event management and production
  • Minimum two years of experience working in a not-for-profit or professional association
  • Demonstrated experience with fundraising, grant writing and proposal development
  • Demonstrated experience with project management, writing and communications 
  • Demonstrated experience leveraging social media on behalf of organizations and/or causes
  • Demonstrated experience working with HHJF communities
  • Ability to deliver exceptional customer service
  • Excellent verbal and written communication skills; Detail-oriented and strong organizational skills Strong computer skills.
  • Passion for social issues with special focus on children and community building
  • Willingness to engage meaningfully in your work with the ultimate goal of making a real difference

Resumes must be submitted to by February 3rd, 2017.  Only those chosen for interviews will be contacted.