CharityVillage

Role Summary

Reporting to the Executive Director, the Administrative and Member Relations Coordinator demonstrates a strong understanding of JSA’s mission, and a commitment to the values of reducing isolation and loneliness for seniors in community. This role plays a central role in the organization during a pivotal time.

Qualifications and Experience

Completion of a diploma in business, marketing or related field and a minimum of four years’ experience, preferably in a non-profit environment preferred, but not essential. Familiarity with the use of Mailchimp is also valued.

Role Accountabilities

Donor Oversight

• Coordinate activities that raise funds or otherwise solicit and gather monetary donations or other gifts for an organization.

• Collaborate on design and production of donor communication materials.

• Raise awareness and represent the organization’s work, goals, and financial needs.

• Confirm tax receipts are issued in accordance with organizational standards.

• Facilitate and manage donor recognition program, including thank-you’s to donors.

• Coordinate fundraising initiatives in collaboration with or with direction from other staff and Board.

Member Relations

• Manage and maintain the member database management system for the purposes of targeted marketing and relationship management.

• Manage regular donor and member engagement activities.

• Manage and oversee the production of member-related communication.

Technology

• Skillfully work with database management software systems (preferably Keela)

• Maintain and update Keela Database.  Create communications to members, prospects, and others through Keela Database and additional resources.

• Excellent knowledge of Microsoft 365, especially Word, Excel, SharePoint, and Teams

• Proficient Usage of Zoom, including managing Zoom meetings, sending invitations, etc.

• Manage filing systems (SharePoint, documents, Keela) and general office supplies

• Work collaboratively with the Executive Director and others’ to develop and manage a social media strategy using Facebook, Twitter, LinkedIn, and potentially other platforms.

Administration

• Prepare distribution lists and labels, using database, excel, and other data sources.

• Manage the Executive Director and office calendars, including annual days off. 

• Maintain current policies and procedures manuals and ensure files are accessible and updated as required.

• Maintain forms and lists, HR Policies, including passwords, membership, contacts list, board minutes and reports, memorandums of understanding with partner agencies.

• Prepare business correspondence.

• Provide general admin support (directed or initiated), including answering phone calls, emails, and sending tribute cards.

• Arrange internal and external meetings, including booking venues, technical setup, catering.

• Assist in preparation for outreach events including AGM, Galas, and others.

• From time-to-time assist with bank deposits.

• Gather reports for distribution for Board, AGM, and other meetings.

• Setting of and communicating meetings, zoom setup, and Teams meetings.

• Minute and note taking as required.

Skills and Abilities

• Displays professionalism and patience when working with colleagues, donors, clients, and the public.

• Detail focused with excellent verbal and written communications skills.

• Demonstrates initiative, drive, passion, and is able to work independently and as a team member in a small group office setting.

• Tech savvy, highly trainable and a quick learner.

• Demonstrates effective time management, prioritizing tasks and achieving timelines.

• Skilled at maintaining focus and handling multiple tasks and requests; calm and composed under pressure.

• You like to work collaboratively with colleagues, members, Board, and the public in presenting a positive and welcoming face for the organization.

• Multitasking, no problem, you enjoy being organized.

Please note that benefits are not currently offered at this workplace.