Administrative & Events Assistant

**About Us**:
Smilezone Foundation is a registered Canadian charity based in Oakville, ON. Founded in 2012, the Foundation’s mission is to **make tough days a little brighter for children **and their families who are receiving treatment in hospitals and health care facilities across Canada. We do this by installing fun and engaging “Smilezone” spaces within healthcare facilities that harness the power of a smile.

**Position Summary**:
Join the Smilezone Foundation team as our **Full-time Administrative & Events Assistant**, executing various administrative tasks to support our Foundation’s operations and events. Reporting to the Executive Director, you will collaborate with our team and stakeholders to provide strong administrative support, helping to ensure smooth and efficient operations.

We offer a flexible and family-friendly work environment, primarily based out of our Oakville head office. This position requires team collaboration alongside a high level of autonomy. It is an exciting role with lots of opportunity for growth.

**Responsibilities**:

- Support the Foundation’s Executive Director with various administrative tasks as assigned, including but not limited to: preparing meeting materials and minutes, helping create professional presentations, preparing various reports, etc.
- Support the Foundation’s Vice President of Operations with various administrative tasks, including but not limited to: preparing and filing purchase orders, organizing monthly invoices and receipts, scanning and maintaining organized project files, preparing and filing gift agreements, preparing meeting minutes, etc.
- Support the Foundation’s various Sub-Committees in an administrative capacity, by preparing and sending out committee agendas, taking meeting minutes, etc.
- You will provide support to our staff team and Events Committees in the planning and execution of our annual fundraising events (including our Annual Celebrity Golf Tournament, our Annual Community Hockey Tournament, and our Annual Flag Football event).
- You will assist our team with overseeing our Toronto Rock 50/50 Raffle partnership, at Paramount Fine Foods Centre - this includes attending the Toronto Rock home games (Dec-May) to execute the 50/50 raffles, support volunteer recruitment/screening/training, file required documentation by the Alcohol & Gaming Commission of Ontario, etc.
- You will support the planning and execution of other various Smilezone events, including but not limited to: Smilezone Grand Openings at hospitals and health centres; corporate volunteering events; the Foundation’s Annual General Meeting, etc.
- You will provide regular maintenance to our _DonorPerfect_ CRM Database (import data, delete duplicate records, etc.)
- You will liaise with our various stakeholders, including Smilezone hospital/health centre partners, corporate partners, volunteers, Board of Directors, community partners, etc.
- Proficient administration of all clerical duties including typing, electronic filing, etc.
- Complete additional tasks and projects as assigned

**Qualifications**:

- A University Degree or College Diploma in a related field
- 2-5 years of experience in a nonprofit environment
- Strong organizational and time management skills, with great attention to detail
- Strong verbal and written communication skills
- Self-motivated, ability to work independently
- Experience working with a collaborative team
- Exceptional computer skills, including proficiency in Microsoft Office suite and Canva
- Experience with a CRM database considered an asset
- Access to a reliable vehicle and valid Driver’s License
- Ability to work occasional evenings or weekends when required

Pay: $20.00-$26.00 per hour

Expected hours: 40 per week

**Benefits**:

- Dental care
- Life insurance
- Paid time off
- Vision care

Schedule:

- Monday to Friday
- Weekends as needed

Work Location: In person