Administrative Assistant
7 days ago
**Regular Full Time**
**Position: Administrative Assistant**
**Reports to: Vice President, Development & Government Relations**
Science World is a mission-based, charitable organization that supports the development of STEAM (Science, Technology, Engineering, Art & Design and Math) literacy across British Columbia. Our mission is **_to ignite wonder and empower dreams through science and nature_** and our purpose is **_Science for All._**
Our people are our greatest asset. As part of our team, you will become part of a diverse community that acknowledges everyone’s unique talents and empowers people to do what is right for our visitors and each other. You will work in an environment where we believe in developing our employees and growing their strengths, while focusing on our values: Curious, Playful, Inclusive, Relevant and Collaborative.
**Position Description**:
We are seeking a self-starting individual who is passionate about donor, volunteer and corporate relations and administration to support Science World’s fundraising team. Reporting to the Vice President, Development & Government Relations, the Administrative Assistant works with the entire Development team to ensure seamless and efficient organization across the Department. They will work as part of a dynamic team committed to helping donors, volunteers and sponsors meet their philanthropic and business goals. This position requires the ability to work collaboratively, handle multiple tasks, competing deadlines and a strong attention to detail to foster relationships with supporters of Science World.
As a facility, Science World is generally open to the public seven days a week, with some extended evening hours in the summer months. Typical office hours are Monday to Friday 8:30am - 5:30pm, with front-facing and operational teams also working a variety of shifts including weekends, holidays and evenings. Hours of work and other related requirements will be scheduled according to business needs and this may include special events on evenings, weekends and holidays.
**Responsibilities**:
- Provide a variety of administrative support to the Vice President, Development & Government Relations and the Development team across all activities
- Assist in the coordination of the Vice President’s and the Director, Philanthropy & Corporate Partnerships, calendar, travel and processing work-related expenses
- Meeting and volunteer committee support including: organizing meeting logistics, facility needs, preparing agendas, taking meeting minutes, etc.
- Utilize Raiser’s Edge database to maintain accurate donor/sponsor information and tasks including, but not limited to, creating letters, manage fundraising events, inputting of solicitor actions and reminders, linking and connecting records and households, gift agreement details. Complete both as directed and proactively as determined through regular communication with staff, volunteers, and donors
- Track fundraising revenue and expenses and provide reporting documents including liaising with Finance team
- Provide department event assistance including but not limited to: attendance, management of registrations, event communication and brand needs, fulfilling sponsorship packages, coordinating in-kind prize/silent auction donations, liquor and gaming licenses and on-site support
- Prepare information kits and presentations for donor or volunteer meetings as directed
- Assist in the processing of mailings, printing and assembly of thank you letters, tax receipts, solicitation, and stewardship packages using Raiser’s Edge, Microsoft Word and Excel
- Manage constituent lists for events, mailings and donor recognition
- In conjunction with other team members, provide administrative support to donor and sponsor recognition activities
- Proactively notify staff members of any items that may impact donor relationships, or other department-related activities
- As requested, research information about prospects and prepare briefing notes and solicitation material
- Monitor Development’s office supply levels and coordinate office supply orders
- Develop and maintain strong, positive interdepartmental relationships
- Support a culture that is donor-centric, where requests from internal and external stakeholders are responded to with a high degree of urgency, professionalism and accuracy
- Operate within the philosophy, culture, and values of Science World
- Perform other related duties as required to fulfill any changing business needs of this role
**Qualifications**:
- Post-secondary education in business administration plus a minimum of 3 years administration experience; or an equivalent combination of education, knowledge and experience
- Experience in a similar non-profit environment and knowledge of fundraising is an asset
- Strong administrative skills demonstrated through supporting a diverse team
- Proficient in Microsoft Office Suite including MS Word, Excel, PowerPoint, Outlook, Teams
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