Donor Relations Coordinator/Administrative Assistant

To provide timely world-class service to IFAW supporters and the public by promoting IFAW’s mission and brand, applying professional best practices and stewardship to acquire, retain and further engage supporters – ultimately maximising revenue, supporter satisfaction and long-term loyalty. Maintain the integrity of supporter database systems; provide administrative, organizational and operational support to the Donor Relations function and manager.

Role and Responsibilities

Donor Stewardship

• Reinforce IFAW’s mission and brand to steward donors and enquiring public to build long-term loyalty, donor retention and satisfaction
• Respond to enquiries, requests and donations received by phone, digital communications, written correspondence and in-person in a professional and timely manner
• Fulfill personalized acknowledgment letters, thank you phone calls and other strategically designed stewardship outreach efforts
• Remain current on IFAW programmes, Canadampaigns and activities; share appropriately as part of stewardship efforts
• Ensure that IFAW’s supporter experience is the point of difference that separates IFAW with similar organizations and is known and felt by supporters

Communications with IFAW Staff and Vendors

• Research and follow-up with manager, appropriate staff or vendors on issues and opportunities related to programmes, direct marketing and fundraising efforts to maximise IFAW’s effectiveness and supporter engagement

Donor Data Systems and Processing

• Maintain in-depth knowledge of supporter database functions, processes and procedures; investigate challenges and system issues with manager
• Ensure timely and accurate input of supporter information into donor database systems for quality, integrity and accuracy
• Process financial information relating to regular giving and other initiatives; reconcile donations on database as necessary
• Adhere to standard operating procedures, reference guides and Supporter Relations Standards of Excellence; ensure compliance with data protection and privacy requirements

Canada Specific Administrative Duties

This role also supports the smooth operation of the Canadian office by managing accounts payable and maintaining office functionality. Key responsibilities include:

Accounts Payable and Financial Administration

• Receive and retrieve all invoices related to goods and services provided in Canada.
• Ensure timely and accurate entry of all invoices into the Unit4 ERP system.
• Submit all relevant documentation to IOC and/or file according to established procedures.
• Act as the primary point of contact for supplier and employee inquiries related to payments.
• Perform weekly banking of cash and cheques.
• Provide documentation and support during the annual audit process.

Office Management

• Ensure all office equipment is operational; liaise with service providers for maintenance and repairs.
• Serve as the primary point of contact with the landlord and other vendors to maintain a functional and safe workplace.
• Monitor inventory and order office supplies as needed to ensure smooth daily operations.

Qualifications and Education Requirements

• Two years’ experience in administrative support and systems.
• Three years in customer or donor services or relevant experience.
• Computer proficiency and demonstrated ability to learn and develop expertise in automated systems. Broad knowledge of MS Word & Excel.
• Experience with donor/fundraising database systems a plus.
• Bilingualism (French) an asset.
• Strong customer/supporter focus and keen attention to detail; confidentiality a must.
• Excellent verbal and written communications skills.
• Highly motivated, commitment to excellence and strong work ethic.
• Ability to take initiative, work independently, and collaboratively on teams.
• Excellent administrative/organizational and priority-setting skills; applies sound judgment.
• Flexible; functions effectively and accurately in a changing and fast-paced environment;
  meets timelines.
• Fosters sensitivity to and respect for cultural differences.
• Empathy with the cause of animal welfare and a strong commitment to promoting IFAW’s mission.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities will change from time to time to meet the needs of the department and our company.

To apply, forward CV and letter of interest to recruit-ca@ifaw.org. Applicants are encouraged to submit qualifications as soon as possible.

IFAW thanks everyone in advance for their interest and will be contacting directly those individuals selected to take part in the interview process.

To apply, forward CV and letter of interest to recruit-ca@ifaw.org. Applicants are encouraged to submit qualifications as soon as possible.