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Administrative Assistant
2 weeks ago
**Job Summary**
St. Matthew’s House is a place of hope where families, children and seniors most in need receive help to improve their lives and to increase their capacity to participate in the community.
The Administrative Assistant will be required to perform an array of administrative duties including providing high-level administrative and operational support to the Executive Director, Board Members and Managers, data entry, office coordination and support with donations, grant preparation, special projects and events.
**Duties and Responsibilities**
Executive Administrative Support:
- Manage the Executive Director’s calendar, including scheduling meetings and appointments.
- Prepare and edit correspondence, reports, presentations, and other documents while handling communications on behalf of the Executive Director.
- Act as a liaison between the Executive Director and internal/external stakeholders, representing the organization professionally in all interactions.
- Support the Executive and Finance Director with grant preparation and reporting
Board & Committee Coordination:
- Organize and coordinate Board & Committee meetings, (online and in-person) including planning, logistics, agendas, and materials, and take minutes with timely follow-up on action items.
- Prepare materials for Board and committee meetings
- Assist with Board member recruitment, orientation and Board Education
Fundraising and Donor Support:
- Oversee the maintenance of accurate donor and fundraising records using the organization’s CRM system (Keela)
- Oversee donor communications and charitable receipting for both cash and in-kind donations
- Support the Donor Officer by generating reports on fundraising progress and donor engagement
- Support the coordination of fundraising events through promotion and planning
Administrative Support and Confidentiality:
- Provide administrative support to Managers, team members and projects as required
- Handle sensitive and confidential information with discretion, ensuring compliance with organizational policies and procedures
- Maintain and monitor office supply inventories and place orders as required
- Other duties as may be reasonably required
Skills / Knowledge
- Business or Office Administration Diploma or education in a related field
- 1-2 years of experience in administration or relevant experience
- Experience working in the not-for-profit sector considered an asset
- Some knowledge of grant writing processes and reporting
- Some knowledge of AI functions for minute taking/recording and transcribing
- Strong interpersonal and communication skills
- Highly organized, with a high degree of accuracy and attention to detail
- Ability to problem solve, multitask and adapt to change
- Strong customer support skills with a friendly and professional demeanor
- Excellent proofreading skills with keen attention to detail.
**Requirements**:
- Proficient in the use of technology including working in a virtual environment
- Current (within six months) criminal reference check with vulnerable sector search
**Job Types**: Full-time, Permanent
Pay: $30.00 per hour
Expected hours: 35 per week
**Benefits**:
- Casual dress
- Company events
- Employee assistance program
- Extended health care
- Flexible schedule
- Paid time off
Schedule:
- Monday to Friday
**Experience**:
- Administrative: 1 year (preferred)
Work Location: In person
Application deadline: 2025-02-25
