Administrative Assistant

Administrative Assistant
Employment Type: Permanent Full-Time
Hours: 32 hours per week (Tuesday to Friday, with occasional evening and weekend events)
Location: Primarily in-person (109 Young Street, Kitchener, ON), with occasional virtual work options
Salary: $23.29/hour

About Marillac Place

Marillac Place is the only 24/7 staffed transitional shelter in Waterloo Region specifically supporting women who are pregnant or parenting an infant under two and experiencing homelessness. We provide trauma-informed residential care, life skills programming, and wraparound supports in a congregate living environment. For over 30 years, we have helped women with young children move from crisis to stability through shelter, parenting education, and life skills development.

Mission: Empower women who are pregnant or parenting a young child and experiencing homelessness in Waterloo Region by:

Providing a safe living environment

Establishing healthy relationships

Enhancing parenting skills, health outcomes, and community connections

Vision: Every woman who is pregnant or parenting a young child, and experiencing homelessness, will achieve a brighter future.

Mandate: We provide transitional housing for women aged 16+ who are pregnant, parenting a child under two, or attempting to regain care of their child, for up to 12 months.

Position Summary

The Administrative Assistant supports the smooth operation of Marillac Place by handling administrative duties, donor stewardship, office operations, and communications. This role ensures day-to-day functions run effectively and that the organization maintains a strong, visible presence with donors, partners, and the community. Reporting to the Senior Office Administrator, the Administrative Assistant will work closely to coordinate administrative and donor-related functions.

Key Responsibilities

1. Administrative & Office Support

Serve as the first point of contact for incoming inquiries (phone, voicemail, email).

Coordinate office and facility maintenance with vendors and service providers.

Manage office inventory and supplies.

Support staff with scheduling, meeting logistics, and professional development registrations.

Assist with invoice and receipt entry in QuickBooks Online, ensuring accuracy and timely processing.

Prepare and complete regular bank deposits.

Digitize historical paper records into SharePoint and coordinate secure disposal of old files.

2. Donor & Fundraising Support

Process donations, prepare receipts, and manage donor acknowledgements.

Maintain accurate donor records in the database.

Assist with donor stewardship through research, thank-you communications, and relationship-building.

Provide logistical support for fundraising events and campaigns.

Prepare donor and fundraising materials in alignment with financial reporting.

Travel within Waterloo Region to collect donations and event materials.

3. Social Media

Assist with creating and scheduling engaging content on Facebook, Instagram, LinkedIn.

Capture event photos and videos; create recap videos and highlight reels.

Maintain a mission-driven social media calendar.

Design posts and newsletters using Canva.

4. Program & Organizational Support

Provide back-up support for donation reconciliation and reporting.

Maintain volunteer database and compliance documents (police checks, confidentiality, training).

Coordinate in-kind donations and volunteer groups.

Attend events, including occasional evenings and weekends.

Actively participate in team and committee meetings.

Qualifications

Post-secondary education in administration, business, or equivalent combination of education and experience.

Experience in nonprofit, fundraising, or donor stewardship is an asset.

Strong organisational and time management skills.

Excellent written and verbal communication skills.

Proficiency in Microsoft Office Suite; knowledge of QuickBooks Online or donor databases is an asset.

Experience with social media management and design tools (Canva, Hootsuite, Meta Business Suite).

Ability to work independently and collaboratively.

Valid driver’s license and reliable vehicle required.

Ability to sit for extended periods, use stairs, and occasionally lift up to 20 lbs.

Work Environment

At Marillac Place, you’ll be part of a small, dedicated team that supports young mothers and their children. Our office is fast-paced and mission-driven, balancing administrative responsibilities with community engagement. Most work is onsite during business hours, with occasional evening or weekend events.

Why Work for Marillac Place?

Compensation:

Starting at $23.29/hour ($38,754.56/year)

Health benefits after 6 months

Matching RSP contributions up to 3% after 6 months

3 weeks’ vacation, paid personal days, mileage allowances

Employee Benefits:

Work-life balance

Employee Assistance Program

Professional development opportunities

Inclusive Culture:

Commitment to equity and inclusivity

Supportive, compassionate team culture

Accommodations available throughout the recruitment process

How to Apply

Please submit your cover letter and resume to admin@marillacplace.ca with the subject line: Administrative Assistant.

We thank all applicants for their interest, however only those selected for an interview will be contacted.