Executive Assistant - Donor Database Manager

at  Lymphoma Canada

ABOUT US

Lymphoma Canada is Canada’s only charitable organization solely dedicated to supporting Canadians affected by lymphoma and their families. Through our four pillars—education, support, advocacy, and research—we empower patients throughout their lymphoma journey, from diagnosis through post-treatment. For more information about Lymphoma Canada, please visit www.lymphoma.ca.

JOB DESCRIPTION

We are seeking a hardworking, experienced and reliable Executive Assistant/Office Manager to be responsible for a wide variety of administrative duties in support of Chief Executive Officer, Board of Directors and other management team members. This position will also be responsible for processing all gifts received by the charity including tracking in Raisers Edge, receipting and reconciling. They will also support the day-to-day operations of the office and assist as needed, with special projects

EXPERIENCE:

· Written and verbal communication skills in both French and English.
· Highly organized with strong attention to detail and awareness of deadlines.
· Ability to manage multiple priorities and consistently meet specific, time-sensitive tasks within a fast-paced and small organization environment.
· Ability to maintain and demonstrate professionalism.
· Excellent verbal and written communication skills.
· Ability to work within a team and independently on projects.
· Proficient in recording meeting notes and minutes.

QUALIFICATIONS:

• Minimum of three years professional experience in an executive assistant role.
• Not-for-profit/charity experience.
• College or university degree, or related experience.
• Strong computer skills, including advanced level of proficiency in MS Office, in particular Word, Excel, and PowerPoint.
• Must have proficiency using Raiser’s Edge CRM system – fundraising and constituent relationship management database.
• Must have proficiency using virtual conference platforms including Go-To meeting, Microsoft Teams and Zoom.
  Job Type: The role is in person only – please confirm yes if you are able to attend our Mississauga location in person.
  Office in Mississauga Ontario Must work occasional evenings and weekends to attend board and other meetings throughout the year.

CEO and Board of Directors Support:
·Provide direct and comprehensive administrative support to the Chief Executive Officer including management of calendars, schedules, internal/external correspondence, travel arrangements and other supports.
· Provide administrative support to the Chair of the Board of Directors, and other Directors, including organizing Board and other committee meetings, issuing invitations, circulating advance materials, arranging catering and facility needs, minute taking, attendance at meetings and management of schedules, correspondence and electronic files.
· For Board meetings, coordinate delivery of notice of meetings, monitor quorum requirements and track attendance at each meeting.
·In consultation with the chair of each committee, draft agendas, gather required materials, and prepare and distribute meeting packages.
· Lead coordination of and preparation for the Annual General Meeting.
·Maintain the Board Portal ensuring that all relevant materials are uploaded in a timely fashion·
· Oversee the maintenance and updates of By-Laws Directors and preparation of related filings with Corporations Canada annually.
· Management of Gift and Donor Database and Receipting Process·
· Responsible for management of our donor database, including data entry, tagging and categorizing data, and sorting of information, issuing of tax receipts and reconciling monthly receipts to accounting records.
· Accurately process all gifts received through direct mail appeals, online, tribute gifts and memorial gifts including providing tax receipts and accompanying thank you letters on a timely basis, flagging gift processing opportunities or concerns to National Director, Fund Development, and dealing directly with the donors to complete payment of their gift.
· General Office Manager/Front Office Responsibilities.
· Manage general office duties including maintenance of office equipment, ordering of supplies, maintaining archives and other duties related to the day-to-day high functioning of the office.
· Respond to telephone and general email inquiries about our organization and greet guests to the office.
· Administer and manage inbound and outbound mail, including packages, courier services and other correspondence.
Reporting Relationships: Supervised by Chief Executive Officer