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Administrative Assistant

We are looking for a dynamic and organized Administrative Assistant to join our team working in the field of philanthropy. Reporting to the Talent & Culture Director, you will be at the heart of our day-to-day operations, playing an essential role at reception in welcoming visitors and donors, handling incoming calls and emails as well as providing administrative support to the team. If you are a proactive individual with excellent customer service skills, great interpersonal skills and the ability to handle multiple tasks simultaneously, this could be the position for you!

Key Responsibilities 

  • Greet visitors and respond to information requests in a professional manner;
  • Answer incoming calls and emails, ensuring requests are processed and followed up;
  • Manage incoming and outgoing mail;
  • Handle service calls for office maintenance, breakdowns, etc.,as required;
  • Manage office supplies, place orders and track inventory;
  • Meeting planning and coordination, including preparation of meeting rooms, supplies, catering, invitations and follow-up;
  • Preparation of documents and their layout using Word, Excel or PowerPoint ;
  • Monitor and manage archives with the external supplier and internal teams;
  • Receive and process donationsreceived in person, by check or by telephone;
  • Support donation processing during peak periods, vacations and other absences of the Gift Processing Officer.
  • Help keep the database up to date by processing address changes and other change requests;
  • Process requests for resending donation receipts;
  • Scanning, filing, entering data and uploading information and documents into computer systems;
  • Provide administrative and clerical support according to the Foundation’s needs and priorities.

Education and experience 

  • Diploma in secretarial studies, administration or equivalent
  • 5 years’ experience as a receptionist or in a similar administrative role
  • Experience in the philanthropic sector and knowledge of Raiser’s Edge software, an asset.

Professional skills and abilities

  • Recognized for punctuality, reliability and discretion in handling information;
  • Ability to create a welcoming environment and demonstrate a professional attitude in all circumstances;
  • Ability to anticipate needs and take initiative to improve processes and resolve problem situations;
  • Ability to manage several tasks simultaneously and work with autonomy;
  • Demonstrate good organizational skills and ability to prioritize responsibilities effectively in order to meet deadlines;
  • Excellent computer skills: Microsoft Office (Word, PowerPoint, Excel, Outlook);
  • On a daily basis, this position requires customer service and the ability to communicate both orally and in writing with French and English-speaking donors. The main tasks of the position therefore require a good command of French and English.

 Main terms of employment 

  • Permanent full-time position, 35 hours/week, Monday to Friday, 9 a.m. to 5 p.m.
  • On-site position
  • Competitive salary
  • Three weeks’ vacation upon hiring and other floating vacations
  • RRSP with an employer contribution
  • Group insurance with employer contribution
  • Start date: as soon as possible

Please send your application to cv@mghfoundation.com

We thank you for your interest in the position and the Foundation. Please note that only candidates retained will be contacted.