Position Summary: The Operations and Development Assistant coordinates office activities and operations, provides clerical and administrative support to management, and supports the Development Team extensively. The Operations and Development Assistant works collaboratively with the Executive Director, continually looking for ways to evolve and improve the operational efficiency of systems and processes impacting staff and office operations. The Operations and Development Assistant supports managers and employees through various tasks related to organization and communication. The Operations and Development Assistant is responsible for confidential and time sensitive material and works with a high degree of integrity and professionalism.

QUALIFICATIONS:

· A university degree or college diploma from an accredited university or college, with a focus on business administration, fund development or related field.
· Minimum of 2 years of direct experience in office administration, or an equivalent combination of education and experience.
· Able to work flexible hours, including some evenings and weekends for events or during peak periods.[RH1]
· Satisfactory Criminal Record Check with vulnerable sector screening is required.
· Valid driver’s license with a minimum $2 million liability coverage and access to vehicle to travel.

KNOWLEDGE, SKILLS, AND ABILITIES:

§ Must have meticulous attention to detail with excellent organizational and time management skills, able to prioritize tasks while adhering to strict deadlines and managing competing demands.
· A positive, collaborative working style with a commitment to diversity, equity, and inclusion.
· A self-starter with a high degree of energy and careful attention to detail, a strong sense of initiative and a process-improvement mindset.
· Highly flexible, creative problem solver, with a strong ability to multi-task.
· Excellent oral and written communication skills.
· Strong interpersonal skills with demonstrated professionalism.
· Superb organizational and time-management skills.
· Excellent computer skills; proficient or advanced skill in Microsoft Suite (Word, Excel, PowerPoint, and Outlook) and thorough knowledge of donor database systems.
· A demonstrated ability to plan effectively, but the flexibility to handle the unexpected.
· Passionate about working in an organization that values and promotes diversity, equity, inclusion, and anti-racism.
Working Conditions:
· Extensive computer use requires extended time sitting.
· Works in an office environment requiring flexibility to work in multiple locations as needed.
· Minimal travel by car.
· Lifting up to 23 kilograms.
· Bending and moving materials and supplies within the office.
· Workload fluctuates and can be intense at times with many competing priorities.
· This role is primarily business hours onsite at 111 Duke Street East, Kitchener with various tasks in the community.
· May require availability outside of business hours, including evenings and weekends.
This job description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents may be required to follow any other instructions and to perform any other related duties that may be required by the agency.
Child Witness Centre (CWC) is deeply committed to a community of excellence, equity, and diversity and encourages applications from women, underrepresented minorities, persons with disabilities, sexual minority groups, and other candidates who will contribute to the diversification and enrichment of ideas and perspectives within our agency.
CWC endeavors to have all candidates experience a fair and supportive recruitment process. Accommodations are available upon request for candidates throughout the selection process – please let us know how we can support you in being successful.
Review of applications will be ongoing until the position is filled. We thank all applicants for their interest in Child Witness Centre, however, we are only able to connect with those moving ahead in the recruitment process.
If interested in applying, please email a cover letter and resume to careers@childwitness.com by August 1, 2025 at 5 pm.
Job Types: Full-time, Permanent
Pay: $24.00-$28.00 per hour
Expected hours: 35 per week

Benefits:

• Dental care
• Extended health care
• On-site parking
• Vision care

Schedule:

• Day shift
• Monday to Friday
• Weekends as needed

Work Location: In person
Application deadline: 2025-08-0

Reception and Office Administration:
o Welcomes visitors and directs them to the relevant room/personnel.
o Carries out clerical duties such as answering phone calls, responding to emails, and preparing documents (e.g. Office correspondence, memos, resumes, and presentations).
o Shared inbox and calendar management.
o Supports the Leadership Team with administrative duties and tasks.
o Program support such as greeting clients and accessing program database for information.
o Coordinates and manages appointments, meetings, and room/space/parking schedule to prevent duplicate bookings.
o Maintains general office files, including job files, vendor files, and other files related to the company’s operations and acts as main contact for vendors.
o Purchases office supplies, equipment, and furniture.
o Assists with designing, communicating, and overseeing the implementation of office operations, policies and procedures.
o Maintains responsibility for general office upkeep and “look and feel.” This includes keeping kitchen and supply areas stocked, clean, and functional.
Development Team Support:
o Maintains the donor database, ensuring all records are complete and accurate, and tax receipts are issued according to CRA guidelines.
o Engages in weekly Development Team meetings and completes event planning, planned giving, and communications tasks.
o Assists with donor management and supports to the development team including:
§ Event support and event invitation list management, which can include preparing and distributing electronic event mailings (mail merges, list clean up, etc.), track responses, and conducting follow-up phone calls.
§ Import, update, and extract data for development event mail/email outreach through segmentation, list building, and reporting.
§ Prepares and tracks sponsor invoices.
§ Prepares mailings, which can include: mailing list, printing labels and correspondence, and completing mailing.
§ Prepares weekly and monthly donation reports.
§ Participates in donor thank you and recognition program.
Financial Administration:
o Performs bookkeeping tasks such as invoicing, paying bills, monitoring accounts receivable, processing and tracking accounts payable, and budget tracking.
o Submits monthly staff expense statements.
o Coordinates all bank deposits and receivables tracking.
o Maintains asset inventory for IT items and office supplies.
o Prepares for audit and compiles and tracks requested materials for audit.
Technology and Facility Management:
o Oversees the maintenance of office facilities and equipment.
o Supports agency’s technology needs, including system oversight, vendor management, troubleshooting, and inventory tracking.
Board and Executive Support:
o Provides coordination of human resource paperwork for the organization, including new employee office set-ups, and on-boarding as directed by the Executive Director.
o Collaborate with the Executive Director to provide support to the CWC Board of Directors, including serving as key point of contact, coordinating meeting logistics, communications, and materials.
o Liaison with board members to support the management and administrative tasks of the Board of Directors as appropriate and when requested.
Child Witness Centre Agency Support:
o Contribute to overall goals, strategies, workplans, and budgets of the agency.
o Attends and participates in staff development training.
o Participates in agency-wide initiatives when appropriate, including fundraising ventures and public presentations.
o Actively engages in the agency’s health and safety program as the Health and Safety Lead.
o All employees are expected to support and champion the Mission, Vision, and Values of the organization.