Coordinator, Fundraising (Major Gifts and Planned Giving)

Job Description

Job Posting: Coordinator, Major Gifts and Planned Giving

Type: Full-Time, Temporary position

Location: Ottawa

Salary Range: $61,000- $70,000

Posting Date: December 10, 2025

Application Deadline: December 27, 2025

Expected Start Date: January 12, 2026

BACKGROUND

The Ottawa Food Bank is seeking an organized, detail-oriented, and relationship-focused Coordinator, Major Gifts and Planned Giving to provide essential administrative and operational support to our fundraising efforts. This role is integral to advancing the organization’s Major Gifts and Planned Giving portfolio, ensuring that donor engagement and stewardship activities are executed with precision and care.

As part of the Communications and Development team, the coordinator will help strengthen donor relationships by supporting moves management, tracking campaign progress, and preparing proposals and stewardship reports. This position plays a critical role in maintaining accurate donor data, coordinating events, and ensuring that every interaction reflects our commitment to excellence and impact.

By enabling efficient processes and exceptional donor experiences, the coordinator will contribute to the Ottawa Food Bank’s mission to fight hunger and nourish communities, helping us build deeper connections and drive meaningful change.

ABOUT US

The Ottawa Food Bank is the leading emergency food provider in the National Capital Region, supporting a network of nearly 100 community food programs. Each year, we respond to more than 556,000 visits, of which 37% are children, reflecting the ongoing and urgent need across our community.

Through the generosity of our donors, partners, and volunteers, we distribute approximately 8.3 million pounds of food annually, ensuring equitable access to nutritious food for individuals and families facing food insecurity throughout Ottawa.

SUMMARY
Reporting to the Manager, Major Gifts and Planned Giving, the Coordinator, Major Gifts and Planned Giving provides administrative and operational support to the Ottawa Food Bank’s Major Gifts and Planned Giving fundraising portfolio and provides support to other members of the Communications and Development team as required.

The Coordinator, Major Gifts and Planned Giving supports moves management and donor stewardship, enhancing our fundraising and donor retention success.

MAJOR RESPONSIBILITIES
• Works with the Manager, Major Gifts and Planned Giving to help ensure the portfolio’s fundraising goals are met.
• Provides administrative support, analysis and reporting to support moves management and donor stewardship.
• Supports the Manager, Major Gifts and Planned Giving by ensuring that campaign timelines are documented, tracked, and adhered to. Escalates issues to the Manager, Major Gifts and Planned Giving.
• Tracks campaign metrics and prepares reports on campaign outcomes. Works with Finance and Administration to produce queries and reports using raiser’s Edge.
• Supports the prospecting and cultivation of Major Gifts and Planned Giving donors by identifying and researching internal and external information sources.
• Helps grow the Major Gifts and Planned Giving portfolio by researching, prospecting, and tracking donors using Raiser’s Edge.
• Maintains and updates donor information and ensures the donor journey is accurately captured in the Raiser’s Edge database. Provides regular reporting for forecasting and tracking.
• Prepares draft Major Gifts and Planned Giving donation proposals using established templates and guides.
• Prepares draft stewardship reports to donors using established templates and guides.
• Compiles data and runs reports to ensure that all information needed to run campaigns is prepared and verified in advance of the campaign.
• Oversees the gift of securities portfolio under the guidance of the Manager, Major Gifts and Planned Giving.
• Assists with the planning and execution of stewardship and cultivation events and facility tours. Prepares participant lists, creates, sends and tracks invitations, arranges catering and other logistics, and manages the logistics of guest speakers.
• Supports the development and execution of communication plans for the Planned Giving portfolio and supports the organization of the Ottawa Food Bank’s annual Planned Giving event.
• Provides logistical and administrative support for the planning and execution of execution of the annual Joint Estate Planning seminar.

KNOWLEDGE AND COMPETENCIES
• Comfortable working in an MS365 environment (MS Word, Excel, PowerPoint, Outlook, SharePoint).
• Working knowledge of fundraising and stewardship techniques and strategies.
• Working with Raiser’s Edge, Raisin, or other fundraising platforms.
• Excellent written and oral communication skills, with the ability to tailor communications to diverse audiences.
• Excellent interpersonal skills and ability to build relationships with a variety of stakeholders.
• Highly organized, independent, and self- directed, with the ability to establish and manage priorities.
• Working knowledge of Canva design software.

EDUCATION AND EXPERIENCE
• Experience working in a fundraising or not for profit environment.
• Post- secondary degree or college diploma in fundraising, stewardship, or a related field
• Experience working with a fundraising team, including donor journey and moves management experience is an asset.
• Experience planning and executing events.
• Demonstrated interest in fundraising as a career (e.g. AFP Membership)

RESPONSIBILITY FOR CONTACTS
The incumbent works closely with the Communication and Development team as a member of the donor matrix and stewardship matrix working groups. They participate in meetings, provide updates and information, and support the creation and evaluation of proposal and stewardship documents.
The incumbent works closely with the Finance and Administration team for revenue tracking and receipting.
The incumbent works closely with external contacts, through our brokers, to receive gifts of security documents and troubleshoot any issues with reports or missing documents.
The incumbent will interact with donors verbally and in writing for solicitation, cultivation, stewardship and relationship building to troubleshoot issues related to donations.

PROBLEM SOLVING
The incumbent helps ensure that campaign timelines are met. They work with the Manager, Major Gifts and Planned Giving to identify and resolve issues that may impact the execution or success of campaigns.
The incumbent will identify and work to resolve issues related to receipts or donor complaints, escalating issues to the Manager as needed.

SUPERVISION
The position has no direct reports.

CONSEQUENCE OF ERRORS
Errors could negatively impact the execution of Major Gifts and Planned Giving campaigns.
Incorrect tracking of information, or incorrect entry of information into Raiser’s Edge could result in missed opportunities or errors in the execution of campaigns.
Failure to correctly follow processes could result in incorrect information in Raiser’s Edge, errors in the donation process, or missed tax receipts.

WORKING ENVIRONMENT AND TRAVEL
Work is normally performed in an office environment. The incumbent may need to occasionally
work at other locations, such as the Community Harvest Farm or event locations.
Travel is not normally required.
The position does not require access to a vehicle.

PHYSICAL AND MENTAL REQUIREMENTS
The work does not have any physical or mental requirements other than those found in a normal office environment.

LANGUAGE REQUIREMENTS
Excellent English language skills (verbal and written) are a requirement of the position. French
verbal and written language skills are an asset.

APPLICATION PROCESS

Interested applicants should submit a resume and cover letter. Shortlisted candidates will be contacted for screening and interviews.

Candidates are strongly encouraged to familiarize themselves with the details of this position as contained in the job description.

The Ottawa Food Bank is committed to fostering diversity and inclusivity in our workforce. We actively encourage applications from individuals of all backgrounds, including those with disabilities, and members of the 2SLGBTQI+ and BIPOC communities.

In our commitment to accessibility, the Ottawa Food Bank provides accommodations for persons with disabilities throughout the entire recruitment process. If you require accommodation, please inform your recruiter, and we will ensure that your needs are met.

Ready to apply? Submit your application by the deadline to join a collaborative and mission-driven organization making an impact in the community.