Associate Specialist, Development

6 months ago

Toronto, Canada WWF Full time

**Benefits of Working at WWF-Canada**:
You’ll work with a team of passionate people interested in creating a Canada with abundant wildlife, where nature and people thrive. Here are some other benefits of working here:

- Competitive salary
- Health and dental benefits
- Paid vacation time and personal days
- Training and development budget to support your professional goals
- Flexible working arrangements and telecommuting

**Marketing & Communications - Communications** Hybrid - Work from home and from any WWF-Canada office

**Overview**:
The Associate Specialist, Development & Marcom contributes to the effective management of the Development and Marcom teams by providing administrative expertise, technical support, financial processing and monitoring, inventory management and some donor engagement services.

Specifically, the position enables the smooth day-to-day functioning of the Development leadership team and the Marketing & Communications team by facilitating expense reporting, travel, meetings, workshops, and other logístical/administrative arrangements, in addition to contributing to the preparation of agendas, minutes, presentations and other materials.

The position also supports the organization’s effective use of the CRM database, a repository for donor information and fundraising relationship contact management. The Associate Specialist, Development & Marcom is the go-to person for questions about the functioning of the departments for others in the organization and plays a key role coordinating the department’s activities with other divisions.

This is a dual role at WWF-Canada: 1) Associate Specialist, Development (0.35 FTE), and 2) Associate Specialist, Marcom (0.65 FTE), where combined represents 1.0 FTE. The allocation of effort is an estimate and may fluctuate weekly to satisfy the responsibilities of both roles.

**Responsibilities**:
CRM Support (30%)
- Contact management data entry: enter call reports, gift agreements and proposals and action items as requested.
- Support team members to ensure consistent and effective use of the CRM database.
- Other data entry, including but not limited to maintaining and requesting pledges and events-related management.

Development & Marcom Teams Support (35%)
- Schedule and attend various departmental and project meetings, create agendas as well as take minutes and distribute accordingly.
- Provide project management support for deep dives, and other initiatives as required.
- Act as point of contact for staff regarding departmental budget, and as departmental point of contact for team members and the rest of the organization.
- Maintain the department’s overall planning schedule to ensure projects are proceeding in a timely manner, and deadlines are met.
- Input agreements into WWF-International’s database.
- Provide event planning support and day-of assistance.
- Coordinate the onboarding of new staff within the departments.
- Organize Development’s annual physical and digital cleaning/organizing process.
- Handle supply requisitioning and other logístical items as required.
- Support department with filing and records management as requ
- When required, assist with making travel arrangements and coordinate monthly expense reporting in a timely manner while monitoring the carbon budget.

Support to the SVP, Development & Marcom Leadership Team (20%)
- Coordinate and/or execute logistics for monthly departmental meetings and weekly leadership team meetings, including the preparation and advance circulation of agendas and written materials, coordination of meeting supplies, minute-taking and post-polling as requested.
- Support the SVP in preparing presentation materials for board & other meetings.
- Make travel arrangements and coordinate monthly expense reporting in a timely manner.
- Support departmental projects and governance requirements as

Financial Administration (15%)
- Process invoices, update and review financial trackers and reports as needed, providing follow-up to departmental staff upon request.
- Process coding of incoming donor funds, and track and code in-kind gifts.
- Monitor partners’ financial commitments and prepare invoices/cheque requests on behalf of relationship managers.
- Handle financial processing inquiries or issues related to donor
- Coordinate with the Finance, Donor Relations, and Conservation Operations department to streamline and/or update processes as needed.
- Provide support with preparing and coordinating departmental budgets.

**Qualifications**:

- 2-4 years of general administrative experience; working in a fundraising environment is an asset.
- Effective communicator and problem-solver with strong written and oral communication skills.
- Highly organized individual, able to set priorities, complete work with mínimal supervision and meet deadlines.
- Excellent planning and time management skills, and an ability to manage multiple priorities effectively.
- Customer service orientation

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