Administrative Assistant

Job description

Position: Part-time Administrative Assistant

Hybrid: minimum 1 day/week in office

Salary: $24/hour

Time commitment:10 hours/week

Employer: Entente Foundation

Address: 18 Spadina Road, Toronto, Ontario

About the job

The Entente Foundation (formerly RTOERO Foundation) is a charitable organization dedicated to improving the lives of older adults through investing in research, innovation, and community-based initiatives. We are a small, mission-driven team that works to support donors, partners, and programs across Canada. We are seeking a motivated, detail-oriented Part-Time Administrative Assistant to support our fundraising, donor relations, and operations. This position is ideal for a college/university student or recent graduate, or a recent retiree with charitable sector experience.

Key Responsibilities

Donor and Financial Administration

• Open and process incoming mail, including donation cheques and donor correspondence
• Log cheques and prepare for deposit
• Enter and update donation records (cheques and credit cards) in CRM
• Process monthly donations and recurring gifts
• Follow up by phone and email on unprocessed or declined monthly gifts
• Assist with donation reconciliation and monthly reporting for the Finance function

Donor Stewardship and Communications

• Prepare and send donor correspondence, including acknowledgement letters and tribute cards
• Generate and mail official charitable tax receipts
• Create mailing lists and pull stewardship and donor reports from CRM
• Prepare and deploy email communications using Constant Contact
• Assist with drafting and scheduling e-blast campaigns
• Manage annual “thank-a-thon” campaign (thank-you calls to donors made by Board members)

Database and Records Management

• Monitor and update deceased donor records based on CRM notifications
• Maintain accurate call notes and donor interaction records

Board and Meeting Support

• Take detailed notes during meetings and prepare formal meeting minutes
• Assist with logistics for Board meetings, including catering and light coordination

Events and Special Projects

• Coordinate 50/50 raffle winner selections and work with Finance to issue and mail prize cheques
• Support in-house and district mailings for major donors and stewardship initiatives

JOB DESCRIPTION

Qualifications Required

• Strong organizational skills and attention to detail
• Comfortable working with data, databases, and basic accounting processes
• Strong written and verbal communication skills
• Reliable, professional, and discreet when handling confidential donor information

Preferred

• Enrollment in or graduated from a college or university program (e.g., business, communications, nonprofit management, or related field)
• Recently retired with charitable sector experience
• Experience with CRM/database systems (DonorPerfect experience an asset)
• Familiarity with email marketing tools (Constant Contact or similar)
• Interest in the nonprofit or charitable sector

What We Offer

• Flexible working hours designed to fit around class schedules or other commitments
• Hands-on experience in fundraising, donor relations, and non-profit operations
• Mentorship and learning opportunities in the charitable sector

How to Apply

Interested candidates should submit a resume and brief cover letter explaining their interest in the role and availability. Applications should be emailed to info@ententefoundation.ca

Who we are

The Entente Foundation is the philanthropic partner of Entente Education Canada; an association of 87,000 members across Canada and the largest national provider of group health benefits for educationsector retirees. Our activities aim to improve seniors’ health care, end social isolation and combat ageism. We envision a society in which all seniors live with dignity and respect. The Entente Foundation is one of the only charitable foundations in Canada focused on the health and well-being of older adults.

The Entente Foundation is an equal opportunity employer committed to diversity and inclusion, which includes a work environment where everyone is treated with respect and dignity. According to the Accessibility for Ontarians with Disabilities Act (AODA) The Foundation will endeavor to remove any barriers to recruitment, selection and hiring processes and will provide accommodations for persons with disabilities upon individual request.