Donor Services & Administration Lead

About the Role

The CKNW Kids’ Fund is seeking an organized, adaptable, and collaborative professional to support the day-to-day operations of the organization. Reporting directly to the Executive Director, the Donor Services and Administrative Lead oversees donor services, financial administration, data processing, internal coordination, communications support, and operational planning across fundraising initiatives and organizational activities.

This role is ideal for someone who enjoys balancing detail-oriented financial responsibilities with broader organizational leadership, project coordination, stakeholder communication, and event administration in a fast-paced nonprofit environment.

Primary Areas of Responsibility:

Financial Administration

• Lead the day-to-day financial administration functions of the organization, ensuring accuracy, efficiency, and compliance across all processes
• Manage full-cycle accounts payable activities including invoice verification, coding, reconciliation, payment processing, and financial record maintenance
• Administer donation processing procedures, banking deposits, and financial tracking related to fundraising initiatives and campaigns
• Coordinate charitable tax receipt processing, donor acknowledgements, and donation reconciliation activities in accordance with CRA guidelines
• Assist with year-end financial preparation, reporting requirements, audit support, and internal financial documentation
• Monitor outstanding pledges, donor payment issues, declined transactions, and other discrepancies while maintaining excellent donor service standards
• Support ongoing improvements to administrative and financial workflows to increase operational efficiency and consistency

Donor Services & Database Management

• Maintain and oversee donor, grant, sponsorship, and campaign databases to ensure records remain current, accurate, and confidential
• Prepare detailed reporting, donor summaries, and data exports to support fundraising campaigns, annual appeals, and organizational planning
• Assist with donor stewardship activities, acknowledgement tracking, and relationship management administration
• Support the organization and preparation of campaign lists, pledge tracking, and fundraising analytics
• Ensure data integrity and assist with identifying opportunities for improved record management and reporting practices

Organizational Operations & Administrative Support

• Coordinate daily office operations including supply management, vendor communication, scheduling support, and administrative logistics
• Assist with the preparation of board meeting materials, agendas, reports, minutes, and supporting documentation
• Provide administrative coordination and operational assistance to the Executive Director and fundraising leadership team
• Support internal project coordination and help manage timelines for organizational initiatives and campaigns
• Oversee procurement and coordination of promotional items, printed materials, and event collateral
• Contribute to maintaining organized filing systems, documentation standards, and administrative procedures across the organization

Fundraising Campaigns & Event Coordination

• Support the planning, coordination, and execution of fundraising campaigns and signature community events throughout the year
• Provide operational and logistical support for initiatives including Pledge Day, Pink Shirt Day, Picnic at Playland, the Golf Tournament, and other fundraising activities
• Coordinate event administration including registrations, materials preparation, donation processing, sponsorship tracking, and reporting
• Assist with event timelines, vendor coordination, volunteer support, and on-site logistics as required
• Work collaboratively with internal teams and external partners to help ensure successful event execution and donor engagement
• Participate in event-day activities and provide hands-on support during campaigns and special events

Communications & Community Engagement Support

• Assist with developing written content for newsletters, fundraising campaigns, website updates, impact stories, and donor communications
• Coordinate and schedule content across social media platforms including Facebook, Instagram, and LinkedIn
• Support the development of community engagement materials and promotional messaging for campaigns and events
• Assist with grant application preparation, research, supporting documentation, and submission coordination
• Respond to general inquiries from donors, community members, and organizational partners in a timely and professional manner
• Draft donor acknowledgements, stewardship correspondence, and general stakeholder communications in a professional and engaging manner

Qualifications & Experience

• Post-secondary education in business administration, non-profit finance, communications, nonprofit management, or a related discipline
• Minimum 2–5 years of experience supporting accounting, bookkeeping, operations, administration, or nonprofit functions
• Strong proficiency with Microsoft Office applications, particularly Excel, Word, Outlook, and PowerPoint
• Familiarity with accounting software, donor databases, and fundraising platforms considered an asset
• Strong organizational and project coordination skills with the ability to manage multiple priorities and deadlines simultaneously
• Excellent written and verbal communication skills with a high level of professionalism and attention to detail
• Ability to work independently while contributing positively within a collaborative team environment
• Experience within a nonprofit, charitable, or fundraising environment is considered an asset

Compensation & Benefits

• Competitive salary based on experience
• Employer-paid health and benefits program
• Paid vacation and sick leave
• Hybrid work flexibility
• Opportunities to contribute to impactful community initiatives across British Columbia

How to apply:

Interested applicants are encouraged to submit their resume and cover letter to the Executive Director, Sara Dubois-Phillips. No phone calls please. We will be accepting applications until June 15/26.

We thank all applicants for their interest; however only those selected for interviews will be contacted.