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QualificationsThe ideal candidate has a desire to work to work in an organization that reaches people withthe good news of God’s love. This person is detail oriented with a high level of accuracy,possesses excellent communication skills in spoken and written English, has strong andproven organizational skills, and is proficient in office administration tasks, office systems,and applicable software programs.OverviewThe Administrative Assistant role supports the work of the management team and staffmembers as required for the efficient day-to-day operation of the office.Work Location: In-person at the Guelph officeSchedule: Monday to Friday, 9:00am to 5:00pmEducation: High School diploma is a minimum. Post secondary education in administration,computers or office administration is an asset.The successful candidate must be personally committed to the gospel of Jesus Christ.

Every Home for Christ International / Canada

Administrative Assistant/Receptionist

Permanent, full-time position&nbsp;Guelph, ONAre you a detail-oriented professional with expertise in estate administration, trust law, or legacy giving? Do you thrive on navigating complex legal and financial matters with precision, professionalism, and compassion?The University of Guelph is seeking a Manager, Estate Administration to oversee the management of complex estate and testamentary gifts, safeguarding approximately $7.5–$8 million annually in realized donations. Reporting to the Senior Manager, Legacy Giving, this role plays a vital part in ensuring that donor intentions are fulfilled while protecting the university’s future philanthropic revenue and reputation.As the university prepares to launch its first fundraising campaign in more than a decade, this position offers a unique opportunity to work at the intersection of law, finance, and philanthropy. You will independently manage over 70 estate files, interpret legal documents such as wills and trusts, liaise with executors, trustees, and allied professionals, and ensure compliance with estate law, trust administration practices, and CRA regulations. You will also oversee the university’s portfolio of donor-funded life insurance policies, ensuring they remain in good standing.The ideal candidate brings a background in estate administration, whether as a trust officer, law clerk, or within a charitable environment, along with strong judgment, analytical skills, and emotional intelligence to navigate sensitive conversations with families and professionals alike.This is a unique chance to join a collaborative team within Alumni Affairs &amp; Development and contribute directly to advancing the University of Guelph’s mission. Your work will help deepen donor relationships, honor donor legacies, and support the university’s bold philanthropic ambitions.Your key responsibilities will include:&nbsp;<ul><li>Independent assessment and analysis of a variety of legal documents (e.g., wills, trusts, court filings) to identify issues, determine entitlement, and fulfill university requirements. </li><li>Liaise with estate executors, trustees, legal and financial professionals, and requires independent assessment and judgment at an experienced and advanced level.</li><li>Manage compliance and risk management of estates through specialized understanding of estate law, trust administration, and CRA guidelines to ensure compliance with legal and regulatory requirements and ensure that all estate gifts are fulfilled according to the donor’s intentions with professionalism, compassion, and accuracy.</li><li>Work collaboratively with a myriad of partners across campus, including the office of the AVP, Financial Services, university legal counsel, academic and administrative partners, and other department colleagues in colleges and portfolios across campus.</li><li>Manage the portfolio of university-owned, donor-funded life insurance policies. Review and interpret annual statements and ensure timely premium payments to keep policies in force. Proactively identify policies at risk and lead risk assessment audits with external experts.</li><li>Safeguard the University’s future philanthropic revenue and reputation through detailed estate oversight, industry-aligned best practices, and legal compliance.</li></ul>RequirementsThe university recognizes that no one individual will have the following skills/experience in equal&nbsp;measure, but the qualifications below will be used to assess the suitability of candidates throughout the process:<ul><li>An undergraduate degree.</li><li>Five years’ related experience with estate administration within a charity or as a Trust Officer, law clerk, or equivalent experience in related fields.</li><li>Law clerk diploma and/or MTI/STI designation is considered an asset.</li><li>Knowledge of estate law, trust administration, and CRA guidelines to ensure compliance with legal and regulatory requirements.</li><li>Emotional intelligence to navigate complex discussions with the grieving family.</li><li>Experience with Blackbaud CRM or other relational databases is an asset.</li><li>Excellent organizational skills.</li><li>Strong analytical/accounting skills and the ability to exercise sound judgment in dealing with complex issues.</li><li>Advanced interpersonal communication skills (verbal and written).</li><li>Excellent time management, prioritization, and organizational skills.</li><li>Ability to effectively handle multiple tasks and priorities with a great deal of accuracy.</li><li>Ability to adapt to changing processes and requirements.</li><li>Professional attitude, tact, and diplomacy.</li><li>Initiative and ability to handle competing demands and problem-solve in a short amount of time.</li><li>Proficiency with Microsoft Office Suite, including Microsoft Word and Excel.</li><li>Knowledge of institutional databases and good data management practices.</li><li>Experience in a fundraising environment is considered an asset.</li></ul>The university provides flexible work arrangement. This position is required to be fulfilled both remotely and on-campus (Guelph Campus)The University of Guelph (<a href="https://www.uoguelph.ca/" target="_blank">www.uoguelph.ca</a>) is one of Canada’s leading research-intensive comprehensive institutions, with a record of outstanding scholarship in the arts, humanities, social sciences, life sciences, physical and engineering sciences, agriculture, and veterinary sciences. This is your chance to join us in our endeavor to improve life.&nbsp;&nbsp;To view a detailed posting for the role of&nbsp;Manager Estate Administration,&nbsp;please go to our website at&nbsp;<a href="https://careers.uoguelph.ca/" target="_blank">https://careers.uoguelph.ca/</a>.&nbsp;&nbsp;At the University of Guelph, fostering a&nbsp;<a href="https://www.uoguelph.ca/diversity-human-rights/sites/uoguelph.ca.dhr/files/public/Inclusion%20Framework%20Endorsed%20April%202017.pdf" target="_blank">culture of inclusion</a> is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.&nbsp;&nbsp;

University of Guelph

Manager, Estate Administration

Do you want to be part of a dynamic team that is making significant impact on the advancement of healthcare on Vancouver Island? If so, Victoria Hospitals Foundation (VHF) may be your next opportunity!The Victoria Hospitals Foundation is a leading philanthropic organization on Vancouver Island that champions giving through prudent stewardship to advance and elevate care at Royal Jubilee and Victoria General hospitals. As a charitable partner of Island Health, we raise funds to invest in priority and best- in-class medical equipment, caregiver education, research, and special projects. VHF donors fund 40% of the medical equipment at Royal Jubilee and Victoria General hospitals.In 2024-25, more than $24.2 million was raised from over 5,635 donors to bring innovation to the forefront of patient care in Victoria. Since 1989, the Foundation has raised over $233 million to benefit Vancouver Island’s acute care hospitals, which serve the region’s 930,000+ residents.We have an exciting opportunity for an Executive Assistant to join our team! The Executive Assistant plays a key role in ensuring the smooth operation of the executive office by providing high-level administrative support to the CEO, senior leadership team and Board of Directors. This position requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced, mission-focused environment. This role provides administrative support to our CEO and the Board of Directors and works closely with the Chief Financial Officer and Island Health’s Executive Office. The Executive Assistant plays a key role in managing the CEO’s schedule, coordinating correspondence, administering reports, organizing and scheduling meetings and preparing minutes. This position is a liaison to our volunteer Board of Directors. Our ideal candidate has 5+ years of relevant experience supporting senior executives. Prior non-profit experience is required, along with excellent communication and project management skills. This is an in-office position, during regular business hours of 8:30-4:30, located in the Wilson Block (Royal Jubilee Hospital) in Victoria, BC.<ul><li>Key Responsibilities:&nbsp; Maintains the CEO’s schedule and calendar and coordinates incoming correspondence by prioritizing internal and external appointments with key stakeholders. Ensures the CEO is properly supported for these meetings and actions results of the meeting.</li><li>Maintains an agenda of issues and time-sensitive requests that require attention/action by the CEO and coordinates documentation or reports with the team and stakeholders.</li><li>Acts as Board Liaison by coordinating the preparation of Board and committee meeting agendas, materials and minutes.</li><li>Supports individual governance committee work plans on behalf of Committee Chairs/Board of Directors. Updates terms of references and governance policies as directed by the Board of Directors.</li><li>Provides administrative and secretarial support to the American Friends of Victoria Hospitals Foundation</li><li>Supports fundraising efforts and proposals of the CEO, recording information as required in Raiser’s Edge/NXT.</li><li>Supports the CFO with organizing and preparing financial documents including Audit files, budget materials, tax materials, etc.</li><li>Facilitates the distribution of important information shared by the CEO to the Island Health Executive Office and maintains excellent working relationships with Island Health EA’s.</li><li>Coordinates travel for the team and handles the preparation and submission of the CEO’s monthly expenses.</li><li>Performs other administrative related duties as required.</li><li>Qualifications:&nbsp; Minimum 5 years of relevant experience supporting senior executives in a professional office setting.</li><li>Minimum 3 years of supporting a Board of Directors or Shareholders.</li><li>3+ years of experience in a non-profit organization preferred.</li><li>Certificate in business administration, governance, non-profit sector preferred.</li><li>Being reliable and accessible to the Executive office and Board of Directors.</li><li>Demonstrated technical skills including proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, virtual meeting platforms (Zoom, Teams, Webex) and the initiative to learn and use emerging technologies as required.</li><li>Experience with online resources (i.e. Google dropbox, Canva, Survey Monkey, social media) and database applications (i.e. Raiser's Edge).</li><li>Strong initiative, efficiency and organizational skills.</li><li>Superior communication (verbal and written) skills and the ability to effect strong public relations with directors, staff, physicians, volunteers, donors and dignitaries.</li><li>Driver’s licence required. Travel, event and meeting set up is required within this role.&nbsp;</li></ul>This position will be based in the VHF office at the Wilson Block at Royal Jubilee Hospital. Total&nbsp;Compensation Package:&nbsp;The base salary hiring range for this position is $62,550- $76,000.&nbsp;The base salary range for this position is $62,550 - $84,620.&nbsp;This salary is based on a 37.5-hour workweek with core hours 8:30-4:30.&nbsp;The total compensation package also includes a comprehensive extended benefit package starting immediately, and participation in a defined benefit pension program after 3 months. The time off program includes 4 weeks of vacation per year, paid sick time and other time off to support personal wellbeing.About Us:Our team is highly collaborative with a strong connected purpose. We are passionate about supporting the health and well-being of our community through philanthropy and deeply care about the health of our hospitals. Our team is innovative and approaches feedback as an opportunity to learn and grow, seeking understanding of different perspectives. We lead by example, hold ourselves to a high standard of professionalism and share the same core values: Embody trust; Champion Island care; Foster meaningful donor journeys; Elevate and celebrate everything we do.Join Us: We welcome qualified candidates to submit a detailed cover letter and resume to <a href="mailto:VHFHR@islandhealth.ca" target="_blank">VHFHR@islandhealth.ca</a>. This position will be open until successfully filled. Screenings and interviews will be scheduled as applications are received. A full job description is available upon request.&nbsp;Please include “Executive Assistant” in the subject line.

Victoria Hospitals Foundation

Executive Assistant to the CEO

Position Title:&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;HCD-ISCIS Team Lead, Specialized Preschool ProgramsStatus:&nbsp;&nbsp; &nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Regular Full-timeHours:&nbsp;&nbsp;&nbsp; &nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; 35 hours per week (70hrs bi-weekly)Salary:&nbsp;&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;$32.462/hr to $38.189/hrDepartment: &nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Children &amp; Family ServicesProgram: &nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; First Words/Infant Hearing/Blind Low Vision ProgramsReports to: &nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Team Lead, Specialized Preschool ProgramsWho are we?Pinecrest-Queensway Community Health Centre (PQCHC) is a dynamic, community-based, multi-service organization committed to meeting the diverse needs of our community. We partner with individuals, families, and communities to help them reach their full potential—especially those most vulnerable or at risk.We are proud to be an equal opportunity employer and value diversity in our workforce. If you require accommodation during any stage of the selection process, please let us know.Job Summary:As the HCD-ISCIS Team Lead, you will serve as the Business Process Owner (BPO) for Specialized Preschool Programs (SPP), establishing and monitoring the consistency of processes, overseeing data coordination and referral management across the First Words (FW), Infant Hearing (IHP), and Blind-Low Vision (BLV) programs. You’ll lead performance measurement reporting, support data-driven initiatives, and guide data entry staff.This role is ideal for someone with deep experience in HCD-ISCIS/CDIS systems, strong analytical skills, and a passion for improving outcomes for children and families. Remote work arrangements will be considered for candidates outside Ottawa with relevant experience.Key Responsibilities:Data Leadership &amp; Infrastructure<ul><li>Lead referral triaging and data management processes across FW, IHP, and BLV programs</li><li>Develop and maintain data collection standards, templates, and schedules</li><li>Design and optimize data infrastructure to support analysis and reporting</li><li>Monitor ISCIS database entries and provide training/support to data entry staff</li></ul>Performance &amp; Quality<ul><li>Collaborate with program managers to refine data collection practices and EMR updates</li><li>Demonstrate an understanding of performance measurements and funder expectations, including performance indicators, data infrastructure and data collection processes</li><li>Coordinate quarterly and annual reporting to funders (MCCSS and Newborn Screening Ontario)</li><li>Conduct audits and evaluations to ensure data integrity and quality assurance</li><li>Develop dashboards and reports for internal and external stakeholders</li></ul>Technology &amp; Systems<ul><li>Troubleshoot issues with referral platform (Caredove)</li><li>Support integration of new technologies and participate in user acceptance testing (UAT)</li><li>Serve as Local Registration Authority for eHealth Ontario</li></ul>Team Support &amp; Collaboration<ul><li>Communicate clear work priorities and adopt performance measures and targets to ensure data-entry deadlines are met</li><li>Provide training to clinical staff on accurate data recording</li><li>Foster working relationships with external stakeholders and partner agencies to ensure appropriate data gathering</li><li>Mentor data team members and lead team development activities</li><li>Chair Data Team meetings and contribute to working groups and committees (at organizational and provincial levels)</li><li>Enter data as needed and perform other duties as assigned&nbsp;</li></ul>Common Responsibilities<ul><li>Working in a manner that preserves confidentiality and seeks to minimize risk in keeping with Privacy and Confidentiality Policies and Procedures.</li><li>Working in a manner that incorporates health promotion and recognizes the determinants of health.</li><li>Incorporating and strengthening collaborative and interdisciplinary teamwork.</li><li>Respecting and valuing the diversity of communities and individuals.</li><li>Contributing to the Centre’s activities to collect, analyse and report on data and relevant information, and participate in research.</li><li>Maintaining competence, and where applicable, a professional licence to practice.</li><li>Supporting the Centre’s student and volunteer placement programs.</li><li>Promoting awareness of and participation in Centre activities.</li><li>Contributing to the Centre’s work by participating in meetings and committees.</li><li>Working during both regular and extended hours of operation in locations identified by the Centre.</li><li>Contributing to the Centre’s practices of hiring, orienting and training of staff.</li><li>Contributing to the Centre’s efforts to secure and maximize resources for current and new programs, services and activities.</li><li>Participating in the Centre’s efforts to enhance its capacity through staff development.</li><li>Working in a manner that supports the Centre’s Occupational Health and Safety Policies and Procedures.</li></ul>Qualifications:Education &amp; Experience:<ul><li>Bachelor’s degree or equivalent experience in data management, reporting, or statistical analysis</li><li>Quality Improvement training (Lean Six Sigma – preferred)</li><li>High proficiency in HCD-ISCIS database (strongly preferred)</li><li>Experience in healthcare quality improvement initiatives (preferred)</li><li>Supervisor experience (asset)</li></ul>Skills &amp; Competencies:<ul><li>Advanced Excel and analytical skills</li><li>Strong math, problem-solving, and time management abilities</li><li>Excellent written and verbal communication</li><li>Strong interpersonal and conflict resolution skills</li><li>Ability to work independently and manage multiple priorities</li><li>Fluency in English (essential) and French (preferred)</li></ul>

Pinecrest-Queensway Community Health Centre

HCD-ISCIS Team Lead

Company OverviewJoin our team and make a difference in the lives of children, youth, and families!&nbsp;Contact Brant makes it simple: (i) to find community information and resources, (ii) for children, youth, and families to get connected to community services.&nbsp; We support families by bringing services together for a coordinated plan of care. We are proud of our workplace culture that is committed to diversity, equity, and inclusion, as well as having a positive and supportive work environment.The Administrative Assistant provides administrative support to agency staff and programs, maximizing the potential for service delivery and administrative effectiveness.&nbsp; This includes assisting with answering phones, working within the client database to support referral processes, and supporting and ensuring accurate qualitative and quantitative data reporting to key stakeholders.&nbsp;Qualifications and SkillsQualifications:<ol><li>Post-secondary diploma in business/secretarial/administration.</li><li>A minimum of 2 years related experience, including exceptional client service and communication skills, data management skills, and understanding of related IT systems.</li><li>Proficiency in using a variety of software and database applications, having strong skills in Microsoft Office, with a high degree of proficiency in Excel; experience in EMHWare or similar client database is an asset; experience in QuickBooks and ApprovalMax is also an asset.</li></ol>Competencies:<ol><li>Judgement and Accountability:&nbsp;Learn from mistakes; weigh costs, benefits, and risks; analytical and problem-solver;&nbsp;make sound judgments; ensure follow-up and communication.</li><li>Organization and Attention to Detail:&nbsp;Time management; organize and plan ahead;&nbsp;respond to time-sensitive information;&nbsp;prioritize; multitask; display efficiency.</li><li>Integrity and Transparency: Accurate, precise, and accountable documentation and record-keeping; honesty.</li><li>Communication: Strong communication skills (written, oral, listening, and non-verbal); engage in positive, productive and proactive conversations that support teamwork and efficient operations; collaborative.</li><li>Implementation: Determine appropriate processes to accomplish tasks with sufficient attention to detail to ensure a high level of accuracy and timeliness, while upholding the highest professional and confidentiality standards. The ability to work independently and participate as a team member is essential, along with flexibility and a sense of humour.</li><li>Tech-Savviness:&nbsp;Knowledgeable, up-to-date and able to problem-solve a variety of software, database applications and technologies.</li><li>Role modelling:&nbsp;Champion principles and practices of inclusion, equity, and diversity; ability to lead by example.</li><li>Continuously learning:&nbsp;Is an active learner, identifying professional goals and personal areas for growth; applies newly acquired knowledge in service delivery.</li></ol>Conditions of Employment:<ol><li>Acceptable police Criminal Record and Judicial Matters Check; maintaining no criminal convictions for which a pardon has not been granted.</li></ol>Key Responsibilities<ol><li>Administrative Support: Process incoming and outgoing referrals as identified by service staff. Answering phone calls and documenting as required.</li><li>Data and Information Technology Assistance: &nbsp;&nbsp;Support set-up for new staff; support basic IT problem-solving; extract data from client database and other applications for timely, accurate reporting for the CEO, Board of Directors, funders and staff.</li><li>Professionalism and Confidentiality: &nbsp;Represent Contact Brant at all times by maintaining professional conduct and behaviour, and upholding agency values; adherence to all agency policies and procedures; strong communication skills with attention to detail; develop and foster effective working relationships with service providers, clients, colleagues, and community stakeholders; promote Contact Brant within the community through participation in events and committees as appropriate.</li></ol>Perks and OpportunitiesSalaried 37.5-hour work week with flexible scheduling that meets the needs of clients and the organization. &nbsp;Once the probationary period is successfully completed, options for working part-time from a home office.Other information that candidates applying for this job should know:We highly value qualified applicants who have lived experience, or are Indigenous, 2SLGBTQ+, Black or People of Colour. &nbsp;Being bilingual or multilingual is an asset.Salary: $49,216 to $52,475 annuallyStart Date: October 2025Please submit a resume as well as a cover letter by email to: <a href="mailto:careers@contactbrant.net" target="_blank">careers@contactbrant.net</a> with the subject line: Administrative Assistant.Application Deadline: Friday, October 17th, 2025, at 2:00 p.m.Only those selected for an interview will be contacted.

Contact Brant

Administrative Assistant

Reporting to the Artistic Director and Managing Director, this is an amazing opportunity for someone who wants to learn more about producing professional theatre from the inside. Working in the main office, the successful candidate will assist in the areas of company management, marketing, development, and events. The Artistic &amp; Administrative Assistant works most closely with management, but will collaborate with all other Capitol Theatre team members. The ideal candidate will be comfortable working in a fast-paced and changing environment, working independently, and contributing in a collaborative team setting. This position requires the candidate to work primarily on site in Port Hope and have availability during regular business hours as well as some evenings and weekends.DUTIES &amp; RESPONSIBILITIESArtisticSupport Artistic Director with programming, script preparation, rights acquisition, registrations and contracting, and general communications. The person in this role will work directly with industry associations and artists on a regular basis.Company Management Support, such as:&nbsp;<ul><li>Coordinate artist travel and accommodation</li><li>Assist with preparing contracts and create CTA documentation</li><li>Organize and execute Opening Night festivities</li><li>Communicate and collaborate with local businesses</li><li>There are additional opportunities for the person in this role to observe rehearsal and tech, offer programming opinions, read plays, and shadow all artistic aspects of running a mid-size Canadian Theatre.</li></ul>AdministrationSupport Managing Director and the Patron Services Team with administrative tasks associated with marketing, development, and events.Administrative Support, such as:<ul><li>Coordinate Development activities, which includes Membership, Sponsorship, Fundraising, and other Donor events (invitations, rsvp, promotional efforts, and on-site support)</li><li>Coordinate of public fundraising, through identifying granting opportunities, keeping track of deadlines, and supporting senior management</li><li>Execute Contracts and ensure deliverables for all organization sponsors</li><li>Support Marketing &amp; Outreach initiatives, including Seasonal Mailer</li><li>Liaise with internal departments to ensure accurate calendars, schedules &amp; communications of all events; public and private&nbsp;</li><li>Support organizational documentation, policy, process, and archives</li><li>Other administrative duties as assigned.</li></ul>NECESSARY QUALIFICATIONSEducationPost-Secondary Training in Arts Management is an asset, but not required.ExperienceSome prior experience working in the non-profit sector is recommended.&nbsp;Prior experience working in an arts organization is an asset.Skills<ul><li>Detail-oriented. This position requires extensive organizational and time management skills, and attention to detail.</li><li>Entrepreneurial. The successful candidate should know how to take initiative in order to solve problems, create systems, and recommend improvements.</li><li>Service. This position is a community-facing role and requires friendly and professional conduct at all times.</li><li>Collaboration. The successful candidate must be able to work well with all team members, volunteers, and artists on-site.</li><li>Communication. This position requires strong interpersonal skills, with the ability to communicate in a fast-paced and ever-changing environment.</li><li>Technical. Strong Proficiency in Microsoft Office Suite (Excel, Word), GSuite (Cloud Computing, Google Docs), Social Media (Facebook, Twitter, Instagram) is required. Training will be provided to use our ticketing/donor software, Spektrix.</li></ul>

Capitol Theatre Heritage Foundation

ARTISTIC & ADMINISTRATIVE ASSISTANT

Direct Reports: NoneDepartment:&nbsp;OperationsReports To: Senior Director of Finance &amp; OperationsThe Executive Assistant to the Senior Director of Finance &amp; Operations (SDFO) provides advanced administrative, operational, financial, and strategic support to the SDFO. This includes managing calendars and priorities, coordinating meetings, supporting correspondence, and preparing reports, all while maintaining a high level of professionalism and employing a proactive approach, with excellent interpersonal skills. This key team member will support the SDFO and FMCIC as a whole, bringing exceptional organization and communication skills.<h2>Responsibilities</h2>Calendar &amp; Meeting Management<ul><li>Provide effective calendar and meeting management by organizing and scheduling calendars and coordinating and scheduling internal and external meetings.</li><li>Assist SDFO in preparing agendas and minutes for meetings as assigned, including but not limited to the FMF and FMCCBF Board of Directors annual meeting, and Staff meetings.</li><li>Record meeting minutes, set up meeting rooms, and arrange refreshments as needed.</li><li>Monitor and align the SDFO’s schedule with shifting ministry priorities. Serve as a gatekeeper and trusted liaison both internally and externally.</li><li>Anticipate needs and stay several steps ahead.</li></ul>Travel &amp; Expense Management<ul><li>Prepare travel arrangements, create itineraries, and coordinate all aspects of travel reservations in accordance with expense policies, including obtaining visas, booking airline tickets, arranging hotel accommodations, and coordinating ground transportation.</li><li>Gather and reconcile SDFO’s credit card, expense forms, and receipts.</li></ul>Communication<ul><li>Prepare briefing materials, agendas, reports, presentations, and correspondence for internal and external meetings to ensure clear and concise communication.&nbsp;</li><li>Maintain the Operations department webpage and keep it up to date with any changes.&nbsp;</li><li>Ensure the SDFO has the required files and information to communicate effectively.</li><li>Handle confidential information with integrity and discretion.</li></ul>Project Management<ul><li>Support special projects and strategic initiatives as directed by the&nbsp;SDFO.</li><li>Assist with project coordination, including tracking progress, managing timelines, and ensuring deadlines are met.&nbsp;</li><li>Monitor and track the progress of all projects undertaken by the Operations Department and review the status with SDFO on a weekly basis.</li><li>Function as a system admin for CRM in collaboration with the Special Project Coordinator.&nbsp;</li></ul>Other<ul><li>Handle office support functions.</li><li>Assist in managing key strategic tasks and other duties as assigned by SDFO.</li></ul><h2>Requirements</h2><ul><li>Ability to proactively identify and resolve challenges, ensuring smooth operations and supporting the operational strategic goals</li><li>Willingness to be flexible to support the needs of the priorities and tasks according to the SDFO’s evolving needs</li><li>Strong organizational skills and exceptional attention to detail</li><li>Strong copy-editing experience required</li><li>Project coordination experience required</li><li>Excellent English written and verbal communication skills</li><li>Proficient in the use of digital tools (email, spreadsheets, project management software), and the ability to quickly learn new systems</li><li>3-5 years of experience in a similar Executive Assistant role is required&nbsp;</li><li>An understanding of how churches and denominations work together to share the gospel of Jesus</li><li>Working knowledge of French is an asset&nbsp;</li><li>Able to maintain confidentiality of sensitive information and exercise discretion when handling confidential matters</li></ul>

The Free Methodist Church in Canada

Executive Assistant

Processes donations, cheques, and electronic transfers re Church transactionsManages accounting and financial reporting (e.g., payroll, tax receipts, cash flows, ledgers and reconciliations, mandated reports for Board of Trustees, Presbytery, and governments)Advises Board of Trustees and Committee Chairs on financial reporting and procedures&nbsp;Assists with office administration for Church staff, members of the congregation, and visitors (e.g., responding to telephone and email inquiries, monitoring access to the premises, organizing and maintaining Church records, assisting with office responsibilities and meeting preparation)Traite les dons, chèques et virements électroniques liés aux transactions de l’ÉgliseGère la comptabilité et les rapports financiers (ex. : paie, reçus fiscaux, flux de trésorerie, livres comptables et rapprochements, rapports requis pour le conseil des fiduciaires, le presbytère et les gouvernements)Conseille le conseil des fiduciaires et les responsables de comités sur les rapports financiers et les procéduresApporte un soutien administratif au personnel de l’Église, aux membres de la congrégation et aux visiteurs (ex. : répondre aux appels téléphoniques et aux courriels, surveiller l’accès aux lieux, organiser et tenir à jour les dossiers de l’Église, aider aux tâches de bureau et à la préparation des réunions)

The Church of St. Andrew & St. Paul

Accounting and Administrative Assistant

Administrative Assistant Employment Type: Permanent Full-Time Hours: 32 hours per week (Tuesday to Friday, with occasional evening and weekend events) Location: Primarily in-person (109 Young Street, Kitchener, ON), with occasional virtual work options Salary: $23.29/hour<h3>About Marillac Place</h3>Marillac Place is the only 24/7 staffed transitional shelter in Waterloo Region specifically supporting women who are pregnant or parenting an infant under two and experiencing homelessness. We provide trauma-informed residential care, life skills programming, and wraparound supports in a congregate living environment. For over 30 years, we have helped women with young children move from crisis to stability through shelter, parenting education, and life skills development.Mission: Empower women who are pregnant or parenting a young child and experiencing homelessness in Waterloo Region by:Providing a safe living environmentEstablishing healthy relationshipsEnhancing parenting skills, health outcomes, and community connectionsVision: Every woman who is pregnant or parenting a young child, and experiencing homelessness, will achieve a brighter future.Mandate: We provide transitional housing for women aged 16+ who are pregnant, parenting a child under two, or attempting to regain care of their child, for up to 12 months.<h3>Position Summary</h3>The Administrative Assistant supports the smooth operation of Marillac Place by handling administrative duties, donor stewardship, office operations, and communications. This role ensures day-to-day functions run effectively and that the organization maintains a strong, visible presence with donors, partners, and the community. Reporting to the Senior Office Administrator, the Administrative Assistant will work closely to coordinate administrative and donor-related functions.<h3>Key Responsibilities</h3>1. Administrative &amp; Office SupportServe as the first point of contact for incoming inquiries (phone, voicemail, email).Coordinate office and facility maintenance with vendors and service providers.Manage office inventory and supplies.Support staff with scheduling, meeting logistics, and professional development registrations.Assist with invoice and receipt entry in QuickBooks Online, ensuring accuracy and timely processing.Prepare and complete regular bank deposits.Digitize historical paper records into SharePoint and coordinate secure disposal of old files.2. Donor &amp; Fundraising SupportProcess donations, prepare receipts, and manage donor acknowledgements.Maintain accurate donor records in the database.Assist with donor stewardship through research, thank-you communications, and relationship-building.Provide logistical support for fundraising events and campaigns.Prepare donor and fundraising materials in alignment with financial reporting.Travel within Waterloo Region to collect donations and event materials.3. Social MediaAssist with creating and scheduling engaging content on Facebook, Instagram, LinkedIn.Capture event photos and videos; create recap videos and highlight reels.Maintain a mission-driven social media calendar.Design posts and newsletters using Canva.4. Program &amp; Organizational SupportProvide back-up support for donation reconciliation and reporting.Maintain volunteer database and compliance documents (police checks, confidentiality, training).Coordinate in-kind donations and volunteer groups.Attend events, including occasional evenings and weekends.Actively participate in team and committee meetings.<h3>Qualifications</h3>Post-secondary education in administration, business, or equivalent combination of education and experience.Experience in nonprofit, fundraising, or donor stewardship is an asset.Strong organisational and time management skills.Excellent written and verbal communication skills.Proficiency in Microsoft Office Suite; knowledge of QuickBooks Online or donor databases is an asset.Experience with social media management and design tools (Canva, Hootsuite, Meta Business Suite).Ability to work independently and collaboratively.Valid driver’s license and reliable vehicle required.Ability to sit for extended periods, use stairs, and occasionally lift up to 20 lbs.<h3>Work Environment</h3>At Marillac Place, you’ll be part of a small, dedicated team that supports young mothers and their children. Our office is fast-paced and mission-driven, balancing administrative responsibilities with community engagement. Most work is onsite during business hours, with occasional evening or weekend events.<h3>Why Work for Marillac Place?</h3>Compensation:Starting at $23.29/hour ($38,754.56/year)Health benefits after 6 monthsMatching RSP contributions up to 3% after 6 months3 weeks’ vacation, paid personal days, mileage allowancesEmployee Benefits:Work-life balanceEmployee Assistance ProgramProfessional development opportunitiesInclusive Culture:Commitment to equity and inclusivitySupportive, compassionate team cultureAccommodations available throughout the recruitment process<h3>How to Apply</h3>Please submit your cover letter and resume to <a href="mailto:admin@marillacplace.ca" target="_blank">admin@marillacplace.ca</a> with the subject line: Administrative Assistant.We thank all applicants for their interest, however only those selected for an interview will be contacted.

Marillac Place

Queensway Carleton Hospital Foundation is seeking a Data Entry Coordinator to assist with fundraising activities using Raiser's Edge. The ideal candidate will have a keen attention to detail, a friendly demeanor, and the ability to work efficiently as part of a team.&nbsp;Responsibilities •&nbsp;&nbsp;&nbsp;&nbsp;Work with the Database Administrator to maintain the Raiser’s Edge database system. •&nbsp;&nbsp;&nbsp;&nbsp;Receiving, opening and entering donor gifts and information into the Foundation donor database. •&nbsp;&nbsp;&nbsp;&nbsp;Adding new records and updating existing records where applicable based on new information. •&nbsp;&nbsp;&nbsp;&nbsp;Register any necessary actions in the donor database to acknowledge donor gifts and apply appropriate designation and coding. •&nbsp;&nbsp;&nbsp;&nbsp;Customer service including speaking with donors in person and making phone calls. •&nbsp;&nbsp;&nbsp;&nbsp;Mailing appropriate thank you letter, official and non-official tax receipts for donors in a timely and efficient manner. •&nbsp;&nbsp;&nbsp;&nbsp;Respect donor confidentiality and adhere to the Donor Bill of Rights. •&nbsp;&nbsp;&nbsp;&nbsp;Work as a team player promoting a positive and professional work environment and executes role with integrity and respect. •&nbsp;&nbsp;&nbsp;&nbsp;Act as an Ambassador throughout the community, positively representing the Foundation •&nbsp;&nbsp;&nbsp;&nbsp;Abide by the policies and procedures of the Foundation and the Hospital •&nbsp;&nbsp;&nbsp;&nbsp;Abide by the professional and ethical standards of practice set out by the Association of Fundraising Professionals (AFP) and the Code of the Ethics of the Centre of Philanthropy Operate within culture and core values of the organization. •&nbsp;&nbsp;&nbsp;&nbsp;Other duties as assigned in order to meet the overall goals and objectives of the Queensway Carleton Hospital Foundation.Qualifications •&nbsp;&nbsp;&nbsp;&nbsp;Education: Minimum Grade 12 education or equivalent. •&nbsp;&nbsp;&nbsp;&nbsp;Experience: Previous experience with Raiser's Edge is preferred. •&nbsp;&nbsp;&nbsp;&nbsp;Microsoft Office - Word and Excel – is required. •&nbsp;&nbsp;&nbsp;&nbsp;Strong attention to detail and accuracy. •&nbsp;&nbsp;&nbsp;&nbsp;Excellent organizational and communication skills. •&nbsp;&nbsp;&nbsp;&nbsp;Friendly, personable, and a team player. •&nbsp;&nbsp;&nbsp;&nbsp;Ability to manage time efficiently and prioritize tasks.Work Environment Based out of a typical office environment with the opportunity to work from home a maximum of two days each week, with approval from manager. The preference is to have this position working onsite in office. From time to time, the candidate may be required to attend evening events for donors. This position is located in Ottawa, ON.

29 Administrative / Clerical Support Full Time Jobs