Coordinator, Foundation

2 months ago

Montréal, Canada MUSEE McCORD STEWART Full time

**JOB DESCRIPTION**:
Reporting to the Executive Director, the successful applicant will contribute to the success of the Foundation's activities, by supporting the team in administrative, organizational, event and communications matters. Their responsibilities will include updating the database and following up with donors, participating in organizing events and developing communications tools, and contributing to the success of fundraising campaigns.

**Duties and Responsibilities**:
**Administrative Support**:

- Help the team plan and follow up on meetings (Doodle, formatting documents, research, list layout, etc.)
- File and archive generic and customized communications (requests, agreements, correspondence, etc.) according to established methods
- Cross-reference donation entries with the Museum’s accounting department

**Database**:

- Update and integrate new Foundation data and contacts
- Record each donation received and issue tax receipts
- Import online donations and fill in the appropriate fields
- Produce reports as required by team members
- Upload documents to the corresponding customer file
- Generate mailing lists for different projects
- Liaise with the Museum’s IT team to keep the database running smoothly

**Communications**:

- Collaborate in the development of the donor recognition plan, and ensure its implementation and monitoring
- Under the supervision of project managers, act as liaison between the Museum’s communications team and external freelancers to track the progress of communications pieces (e.g. events, annual report, invitations, etc.)
- Update information about the Foundation on the Museum’s website, and coordinate social media initiatives with the Museum team on a project-by-project basis
- Create and update PPT presentations using templates
- Participate in telemarketing efforts as part of the annual campaign or during a special campaign

**Events**:

- In collaboration with the Fundraising Events Officer:

- Participate in efforts to solicit partners and donors
- Coordinate invoicing and follow-up with participants
- Respond to participants’ requests and ensure impeccable customer service
- In collaboration with the Senior Officer, Annual Campaign:

- Coordinate annual donor recognition event
- Confirm the participation of key suppliers
- Manage guest lists and mailings
- Prepare roadmaps for Museum teams
- Under the supervision of the Executive Director:

- Coordinate eco-friendly donor recognition events
- Follow up with guests and Museum teams as appropriate

**EMPLOYMENT CONDITIONS**:

- Full time temporary position (replacement)
- Three (3) months, possibility of prolongation
- Regular hours; 35 hrs by week, occasional work outside of regular hours for certain events
- Salary between $23.10 and $28.00
- Atypical hours for telemarketing and events
- Social activities and collegiate and inclusive work environment
- Start date: August 21, 2023.

**DESIRED PROFILE**:
**In addition, they should meet the following requirements**:

- College diploma degree in administration, communication, or a related field (a certificate in philanthropy is an asset)
- Two years of experience in similar function (a relevant combination of education and experience will be considered in lieu of this requirement
- Solid written and verbal communication skills
- Bilingual, both verbally and in writing
- Mastery of Office Suite software (Word, Excel, PowerPoint) by Window environment
- Sound knowledge of computer databases, Sugar, an asset
- Planning and organizational skills
- Sense of responsibility and autonomy; ability to propose solutions
- Thoroughness and attention to detail
- Great facility with the public - discretion, diplomacy

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