Administrative Assistant, Fundraising

5 months ago

Toronto, Canada Toronto Humane Society Full time

**Our Vision**: To be a leader in animal welfare, working for a compassionate society where all animals are respected and valued.

**Our Mission**: To Improve the Lives of Animals.

Job Summary
The Administrative Assistant, Fundraising at Toronto Humane Society is a key player in bolstering the department's strategic initiatives and daily operations. This role is multifaceted, involving support for the Director's schedule, project coordination, report preparation, and active participation in fundraising and engagement activities. Central to this position is the ability to ensure effective communication and operational efficiency, both internally within the department and externally with stakeholders. The Administrative Assistant is tasked with organizing and maintaining a comprehensive filing system, managing documents efficiently, and capturing detailed notes during meetings. Additionally, project management forms a significant part of this role, requiring the Administrative Assistant to not only provide support but also lead certain initiatives, ensuring they align with the department's objectives and are completed successfully without compromising on quality.
Further, the Administrative Assistant plays a crucial role in aiding the Director and team with fundraising, engagement, and acquisition efforts. This includes providing administrative support for fundraising campaigns, organizing events, and ensuring seamless execution of these initiatives. A key responsibility also involves liaising and managing interactions with external contractors, necessitating strong communication skills and the ability to develop positive working relationships to ensure alignment with the organization's goals. The role demands proactivity, with a focus on anticipating and efficiently responding to the needs of the Director and the department. Paramount in this position is the ability to handle sensitive information with utmost discretion and confidentiality, upholding the integrity and values of Toronto Humane Society.

Job Duties

Project Management and Reporting
- Manage and contribute to departmental projects, ensuring timely completion and goal alignment.
- Prepare and assist in the development of reports and presentations, offering insights and analysis.

Fundraising and Engagement Support
- Aid in the organization and coordination of fundraising events and engagement initiatives (team days, bequests etc.)
- Provide administrative support for appeals and promotional activities to bolster fundraising efforts.

Administrative Support
- Assist with calendar management, and meeting scheduling.
- Maintain an organized and efficient filing system for the director and the department.
- Accurately record meeting minutes and ensure timely follow-up on action items.
- Provide support for after-hours meetings as required.
- Facilitate interactions with external contractors, ensuring effective communication and project alignment.

General
- Assist in tracking departmental attendance, budgets and expenses.
- Ensure adherence to organizational policies and procedures within the department.
- Foster, promote, support and drive inclusion and influence others to promote, embrace and progress Diversity, Equity & Inclusion at Toronto Humane Society.
- Liaise among management and other stakeholders to ensure that goals are achieved, processes are improved, and resolutions provided to problems.
- Foster an environment of teamwork and cooperation.
- Cooperate with other staff members to ensure efficiency of care and support for donors.
- Attend and participate in workshops, seminars, and in-service training to further personal education, skills, and training as required.
- Present a positive and professional image of the organization when interacting with donors, employees, clients/customers, visitors, and other external stakeholders.
- Maintain a high level of confidentiality in all interactions.
- Work in compliance with the provisions of the Ontario Health and Safety Act and its regulations, including understanding and adhering to the requirements of the Health and Safety Manual, and any other rules and regulations established by Toronto Humane Society.
- Other duties as required in the day-to-day operation of the organization.

Job Requirements.
- Post secondary education in Business Administration, Office Management, or a related field.
- At least 2 years of experience in an administrative role, preferably in a non-profit, fundraising or marketing environment.
- Or an equivalent combination of education and experience sufficient to successfully perform the essentials duties of the role.
- Advanced proficiency in the Microsoft Office Suite and experience with database management.
- Strong organizational, project management and time management skills with the ability to prioritize and manage conflicting demands.
- Excellent communication skills, both written and verbal.
- Demonstrated ability to multitask, prioritize workloads, and work i

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