Administrative Assistant Jobs

1 year contract with the possibility of extension or being permanent.

Provides administrative support to the staff and Board of Trustees, effectively representing, to internal and external communities, the objectives of the Foundation.

DETAILED DUTIES & RESPONSIBILITIES:

In accordance with the philosophies, goals and objectives of the Foundation, the Administrative Assistant will carry out the following duties:

• Prepare materials for Annual General Meeting and other special meetings
• Maintain volunteer database
• Prepare weekly bank deposits (sometimes more if necessary)
• Perform other duties as required
• Responds to incoming telephone inquiries and directs calls to appropriate individuals and teams.
• Develops office processes and procedures that align with organizational needs and priorities.
• Track gaming license applications
• Support fundraising, donor recognition, and events as required
• Assist with the organization of Board and staff planning sessions
• Monitor and order office supplies
• Provide administrative and organizational support
• Oversee internal promotions and staff lottery
• General administration and reception duties
• Assist with gaming reports
• Post donations, prepare tax receipts and maintain a donation database
• Maintain filing system
• Assist in the administrative organization of events
• Schedule and prepare for meetings
• Attends and produces meeting minutes from board meetings
• Follow-up with donors where appropriate
• Act as a point of contact for visitors and phone inquiries.
• Draft correspondence and related materials
• Follow up on various business matters
• Check voicemail at all foundation offices in the morning and afternoon when office is not staffed
• Ensure timely and accurate processing of donations and pledges
• Serve as an ambassador for the Foundation in building sustaining relationships with donors, volunteers, organizations, Fraser Health, and others.
• Manage donor base program and prepare thank-you responses.
• Provide reception services for the Abbotsford, Mission and Chilliwack offices as required

QUALIFICATIONS

• Minimum 60 wpm
• Excellent written, oral communication skills and attention to detail.
• Experience within the non-profit sector, including working with a Board of Directors an asset.
• Working knowledge of fundraising database software (Raiser’s Edge an asset)
• Completion of Applied Business Technology certificate
• Minimum 3 years administrative/secretarial experience
• High standard of professionalism and regard for confidentiality.
• Working knowledge of computer systems, particularly Microsoft Office

SKILLS & ABILITIES

• Must display tact, sensitivity and diplomacy in all circumstances
• Excellent communication skills are necessary
• Ability to work under pressure and maintain a high degree of confidentiality is essential
• Enjoy interacting with people on the phone and in person
• Ability to function effectively in a constantly changing environment
• Ability to work both independently and as part of a team
• Ability to prioritize, organize, execute and complete projects

Please submit your resume to [email protected]