Administrative Assistant, Development and Member Services

Part time term position at 20hrs per week for 10 weeks.

Deadline for applications: June 30th, 2026 11:59 p.m. PT

SUMMARY

Under the direction of the Director of Development and Member Services and working in close collaboration with other members of staff, the Administrative Assistant is responsible for providing administrative support for data entry, digital records maintenance, donation processing, stewarding members, donors and supporters, and providing administrative support to the Development Team. The Administrative Assistant also shares responsibility, with other Council staff, for the effective and efficient functioning of the organization.

MAJOR RESPONSIBILITIES

Perform manual and electronic data entry/uploads, digital records maintenance, and donation processing (60%):

• Process weekly electronic feeds of new donors ensuring accuracy and following up as required;
• Respond to requests from donors, Members and supporters for changes to the personal and financial information in their database record;
• Process one-time and monthly donations for credit cards and direct debit as well as update any relevant gift information in the donor database;
• Contribute to the accuracy and hygiene of the donor database by performing routine database corrections, populating donor records with relevant information, and maintaining clean data;
• Search for correct contact information of donors, Members and supporters marked as having incorrect or incomplete information;
• Prepare, process and post refunds for donations;
• Follow up with donors who provided invalid financial information for their donation to successfully complete the gift;
• Prepare data files for import and export upon request;
• Prepare reports, including daily batch and monthly summary reports for month-end.

Service donors, Members, and supporters (20%):

• Inform processes to update the position as needed;
• Identify prospects for major and/or legacy giving;
• Deliver exceptional service to all Council members, donors, and supporters with care and professionalism, and in accordance with the Council’s guiding values and principles;
• Respond to calls, emails, and letters from Members, donors and supporters requesting changes to their personal and financial information, wishing to make donations, seeking information about membership, donations, or the work of the Council – and properly records all such relevant data related to responding to inquiries in the donor database;
• Provide support at Council events, including but not limited to set-up/tear-down, tabling, greeting attendees, and distributing and collecting information;
• Participate in the development and maintenance of the Team’s common filing system;
• Perform all similar and related duties upon request.

Collaborate with other members of the Development and Member Services Team to ensure all team work is effectively planned and implemented (10%):

• Support the implementation of the Development Team’s overall operational plan and work plans;
• Assist with the triage and distribution of incoming correspondence;
• Participate in regular team meetings to coordinate work, resolve operational issues and ensure harmonious relations amongst team members;
• Contribute to regular reviews of work plans and annual performance evaluations;
• Contribute to the population and accurate maintenance of the Development Team’s common digital filing system;
• Contribute input on the hiring of team staff as requested by the Director.

Organizational planning and reporting (10%)

• Contribute to an environment of respect, collegiality and professionalism within the work environments;
• Utilize tact, discretion and judgement at all times, including within the Council’s teams and with external partners, allies, and stakeholders;
• Contribute to cross-team projects, working groups and campaigns while building a rapport with colleagues from other teams;
• Participate in the planning and implementation of the Council’s long-term and annual plans and strategies;
• Participate in regular joint work planning and work plan review sessions and annual performance evaluations;
• Contribute to the preparation of reports to the Executive Director and the rest of the organization as required;
• Submit monthly expense reports and reconciliations, assist in managing relevant team administration and budgets, maintain working files, participate in hiring committees as requested;
• In collaboration with development staff, assist in planning, drafting, and completing development projects within campaign portfolio.

POSITION QUALIFICATIONS

The minimum qualifications for this job are:

• Commitment to the Council’s values, vision and directions;
• A basic knowledge of current national economic, social and political issues and the Council’s goals and programs;
• Knowledge and experience in populating and maintaining a membership and donor database (i.e. Raiser’s Edge). This includes both manual entry and electronic feeds. Experience establishing electronic feeds from vendors is an asset;
• Ability to organize/prioritize a multi-task workload, take initiative and be flexible;
• Experience or willingness to engage donors and prospects with a knowledge of the Councils current and planned activities;
• Strong interpersonal skills, including the exercising of tact, discretion, judgment, and professionalism at all times;
• Fundraising experience in stewardship and prospecting by email, direct mail or special events;
• Excellent communications skills, both oral and written. Fluency in both official languages is considered an asset;
• Attention to detail and accuracy with large volumes of data;
• Capacity to work in a self-directed manner and demonstrated ability to work well within a team setting;
• Strong computer skills, including familiarity with databases, spreadsheets and word processing. Experience using Raiser’s Edge and Microsoft 365 an asset.

LOCATION

This position is based in Ottawa, Ontario at the Council of Canadians office in the downtown core.

This is a Part-time term position for ten weeks and is expected to be for 20 hours per week to cover for employees on leave during the summer and early fall. Hourly rate to be determined based on experience.

The Council of Canadians is an equal opportunity employer and a unionized workplace represented by UNIFOR Local 567.

EMPLOYMENT EQUITY

The Council of Canadians is committed to employment equity. We seek to build a diverse and welcoming team. We encourage individuals from communities facing systemic barriers to apply, including people of colour, Indigenous people, members of the Black community, women, LGBTQIA2S and people with disabilities. Please indicate in your application if you would like to be considered for employment equity. Any such disclosure is voluntary, and you may identify with more than one community or group.

The Council further welcomes and encourages applications from people with disabilities and will make every effort to fulfill requests for accommodation. If you require accommodation to complete and submit your application and/or during the interview process, please advise the recruitment contact person, so arrangements can be made.

We appreciate all applications but only candidates selected for interviews will be contacted.