Ovc Administrative Assistant

**Temporary, full-time position (03/10/2025 to 12/31/2026)**

**Guelph, ON**

Reporting to the Director of OVC Advancement, the OVC Administrative Assistant provides essential support to the fundraising, alumni engagement, and external relations efforts of the Ontario Veterinary College(OVC). This role manages scheduling, donor records, and event logistics while serving as a key liaison for faculty, alumni, donors, and staff. By ensuring smooth communication and coordination, the Administrative Assistant helps advance OVC’s reputation, relationships, and resources.

This position oversees logístical support for fundraising initiatives, donor stewardship, and alumni events, maintaining accurate records and assisting with strategic engagement efforts. Through strong organizational skills and attention to detail, the Administrative Assistant contributes to OVC’s Healthy Futures Strategic Plan and supports the University of Guelph’s mission to foster meaningful alumni and donor relationships.

**Your key responsibilities will include**:

- Provide comprehensive administrative support to the OVC Advancement team, including scheduling and coordinating team meetings, preparing activity tracking reports, and distributing relevant materials for discussion.
- Act as the first point of contact for OVC faculty, Alumni, donors and staff regarding Advancement matters, triaging inquiries and directing them to the appropriate team members. The OVC Administrative Assistant will build and maintain strong relationships across the College to help facilitate fundraising and other OVC Advancement activities.
- Assist in producing personalized pledge reminder letters (approximately 15-30 per month) for designated relationship managers.
- Provide additional administrative support as needed, including editing and proofing documents, coordinating travel arrangements for conferences or events, and assisting with department-wide activities such as staff retreats or professional education opportunities.
- Support AA&D-wide events.
- Assist with administrative tasks such as completing expense reports for OVC Advancement staff.
- Assist with the management of approximately 600 prospects, including updating the alumni database, preparing and distributing prospect lists, and generating reports outlining the status of prospect activity.
- Support the OVC Advancement team in strategizing about the cultivation, solicitation, and stewardship of major gift prospects, providing relevant insights for ongoing prospect development.
- Coordinate all logistics for prospect calls and meetings, including setting appointments, arranging travel (both national and international), and organizing campus tours and hospitality for meetings.
- Prepare customized packages for senior leadership and volunteers during prospect visits, which may include personalized letters, stewardship reports, background research, and various University and fundraising materials.
- Follow up on actions from prospect meetings, including updating the database, arranging future meetings, and preparing thank-you letters or proposals.
- Assist with donor stewardship, including preparing personalized acknowledgment letters for significant gifts ($1,000 or more) for senior AA&D administration signature.
- Coordinate donor visits, including campus tours or hospital visits, and ensure all logistics are in place for a seamless experience.
- Help organize events that recognize donors or engage alumni, handling tasks such as sending invitations, managing RSVPs, coordinating with on-campus departments, and assisting with hospitality and event logistics.
- Support the digitization of donor files and related documentation, ensuring all information is updated and accessible in the electronic filing system (Image Now).
- Track Gift Agreement signatures and ensure that documents are processed and filed properly, working closely with the Finance team to manage incoming gifts.
- Build and maintain relationships with OVC senior leadership and administrative staff, facilitating communication, meeting scheduling, and document approvals, such as securing signatures for donor thank-you letters and gift agreements.

**Qualifications**

This position requires strong communication, organizational, and time management skills. The OVC Administrative Assistant must be able to manage multiple tasks efficiently, adapt to changing priorities, and maintain a high level of accuracy and attention to detail.
- A community college degree and up to 18 months of relevant experience as an administrator and or in customer service.
- Familiarity with donor relations and fundraising strategies.
- The ability to work collaboratively across multiple teams.
- A proven ability to work independently, and to assess priorities in a demanding work environment with tight timelines and multiple origins for work assignments.
- The ability to multi-task.
- A proven track record of excellent organizational skills and attention to detail