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Executive Assistant

1 month ago

Oshawa, Canada Durham Children's Aid Society Full time

**Location**:
Durham Children's Aid Foundation
1320 Airport Blvd., Oshawa, ON L1J 0C6
Charitable Registration No. 85426 0940 RR0001
**Position Type**:
Full-Time
**Application Deadline**:
October 15, 2024
**Position Overview**:
The Durham Children's Aid Foundation is seeking a highly organized and proactive Executive Assistant to provide important support in donor relations, fundraising, and administrative operations. Reporting directly to the Executive Director, this role focuses on managing donor stewardship, preparing for board and donor meetings, and ensuring smooth day-to-day operations.
**Key Responsibilities**:Donor Stewardship & Fundraising Support**:

- Donor Management & Engagement:

- Maintain accurate donor records in Donor Perfect, track donor engagement, and ensure timely thank-you notes, impact reports, and follow-up communications.
- Support donor stewardship initiatives, ensuring positive and meaningful interactions with current and potential donors.
- Assist in generating reports and analyses on donor activity and fundraising campaigns to support the Executive Director’s donor strategy.
- Grant & Funding Applications:

- Research and track grant opportunities, support the drafting of proposals and ensure compliance with submission deadlines.

**Board & Donor Meeting Preparation**:

- Agenda & Meeting Prep:

- Prepare agendas and organize meeting materials for board meetings, donor meetings, and key stakeholder engagements.
- Support the Executive Director in coordinating meetings, ensuring proper follow-up on action items and tracking progress.
- Take and update meeting minutes and track action points to ensure accountability and progress on tasks.

**Event Coordination & Support**:

- Fundraising & Donor Events:

- Coordinate logistics for fundraising events, including vendor management, and RSVPs.
- Assist with event marketing efforts and promotion, including supporting the Holiday Hope program.
- Ensure event materials are prepared, track attendance, and assist the Executive Director in cultivating donor relationships through events.

**Communications & Marketing Assistance**:

- Social Media & Marketing:

- Use Hootsuite to manage the foundation’s social media presence, promoting events, sharing updates, and engaging with the community.
- Assist with the creation of marketing and event materials using Canva to support fundraising initiatives and donor stewardship.
- Donor Communications:

- Draft newsletters, donor updates, and thank-you letters, ensuring consistent communication with donors and stakeholders.
- Support the preparation of donor presentations and reports for meetings and fundraising events.

**Administrative & Financial Support**:

- Employee Expenses & Invoices:

- Assist with tracking and processing employee expenses, ensuring accurate and timely submissions.
- Send invoices, track payments, and ensure proper documentation for financial records.
- Track expenses related to events and campaigns, assisting the Executive Director with financial management and reporting.
- Operational Support:

- Manage meeting schedules, prepare agendas, and take minutes for board and donor meetings.
- Organize and maintain filing systems, track policies, and provide general administrative support to ensure efficient day-to-day operations.

**Governance & Policy Assistance**:

- Board & Policy Support:

- Assist in preparing materials for board meetings, including reports, presentations, and documents.
- Help manage and organize governance documents and ensure they are up-to-date and accessible for the Executive Director and Board Chair.

**Qualifications**:

- Proven experience in administrative or fundraising roles, ideally within a non-profit organization.
- Proficiency in Donor Perfect, Hootsuite, Canva, and Microsoft Office Suite or applicable platforms.
- Strong organizational skills and attention to detail.
- Excellent communication skills, both written and verbal.
- Ability to manage multiple tasks, prioritize effectively, and meet deadlines.
- Experience in event coordination and donor management is a plus.
- Familiarity with non-profit governance and policy management is an asset.

**Personal Attributes**:

- Team-oriented with a collaborative approach.
- Highly organized and able to manage complex projects with multiple deadlines.
- Professional, with the ability to handle sensitive donor information with discretion.
- Passionate about supporting children, youth, and families through impactful programs and donor engagement.

**Additional Information**:

- Comprehensive benefits package, including health and wellness support.
- Office closure in December to support work-life balance.
- Flexible work environment with hybrid in-office and remote options.
- Opportunities for professional development, including access to training and workshops.
- Work-life balance and a supportive team culture that values mental well-being.
- Networking opportunities with donors, board members, a