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Executive Assistant - 6 Week Contract (Closed)

The incumbent is responsible for all manner of duties related to the administrative functions in the operation. This includes but is not limited to performing filing activities, preparing and sending out receipts to donors, assisting with accounts payable, financial reporting, data entry, event coordination, inventory management, logistics, supply chain, and audit preparation.

About the Opportunity

• Ensuring the smooth administrative operations of the company
• Responsible for assisting in the coordination of annual fundraising events – notably the annual gala and national walk - by executing against annual project plans
• Facilitating the booking and coordination of board and committee meetings
• Establishing appropriate record keeping systems for tracking donor participation, identification and cultivation of prospects. Recording all donor interactions in donor management software
• Answer all donor inquiries over the phone and in person, process donations and prepare tax receipts
• Pulling monthly donor reports
• Use QuickBooks as required and assist the book keeper whenever possible, this includes completing monthly bank reconciliation under the supervision of the
• Controller and Executive Director, generate cheques for vendor supplies and update financial records. Assistant with the preparation of financial statements for Executive Director review and inclusion in board meetings, along with the preparation of support for payment, cash deposits, and journal entries
• Prepare files for audit at year end and on an ad-hoc basis; assist with annual audit
• Track expenses versus budget for events and programming
• Ship and receive materials for programing and events
• Invoice and receive donations for all fundraising activities
• Replenish office supplies as needed, keep track of inventory and set up new vendors in CRM and accounting systems
• Assist with managing the inventory and maintaining office equipment such as photocopier, video projectors, and camera equipment used for presentations, phone systems
• Assist with the management of volunteers and summer students
• Ad-Hoc tasks as required

About You

• Superior computer skills including advanced working knowledge of event software, such as Raisin, donor database management (Salesforce), Microsoft Products (Outlook, Word, PowerPoint, Excel, Quickbooks)
• Ability to perform basic analysis of statistical and financial data
• Ability to multi-task within a fast-paced role
• Reliable, hard-working and committed, with a ‘can do’ attitude – displays dedication and accountability, and follows through on all projects
• Ability to manage multiple projects
• Ability to work flexible hours for events or special meetings with committee members, volunteers, and patients
• Have a valid license and access to a car for meetings and events
• Ability to manage multiple projects

Pay Rate

$18 - $20/hour

How to Apply

Click the “Apply Now” button and follow the instructions to submit your resume. Please note that we only accept documents in MS Word or Rich Text formats. When referencing this job, quote #24772.

You must currently reside within the Greater Toronto Area and be permitted to work in Canada to be considered for this opportunity. A recruiter will be in touch with you if your profile meets our client’s requirements for this role.