Job Posting 78899

Executive Assistant
Canadian Children's Optimist Foundation
Montreal Metro area
1310 Greene Avenue, Westmount
closes in 5 days (Fri, 21 Jan)
part time  •  Salary range - 22,00$ to 25,00$ per hour based on experience

The position of Executive Assistant reports to the Executive Director of the Canadian Children’s Optimist Foundation (CCOF). It is a permanent part-time position (3 days per week).

Key functions:

  1. Activities pertaining to donations including namely:
  • data entry and updates;
  • updates to various databases;
  • production of monthly, annual and specific reports;
  • data verification and matching in various funds;
  • production of tax receipts;
  • collaborating on a regular basis with the CCOF accountant;
  1. Activities pertaining to the Recognition Program including namely:
  • updates, follow-ups and production of reports pertaining to the Recognition program;
  • forwarding of donor and honorary (in memoriam and in honour) recognitions;
  • managing the inventory of recognition items;
  1. Support tasks related to operations including namely:
  • various follow-ups according to the needs of the CCOF or as may be required by the Executive Director;
  • participation in data production;
  • preparation of documents and reports that might be required for any financial or tax audit;
  • filing, follow-ups, assisting with accounts payable, and support and coordination tasks relating to the exchange of information with various stakeholders;
  • responding to correspondence, telephone calls and general queries


  • Language skills: Fluently bilingual (ability to read, write and speak English and French)
  • Education: College/DCS diploma (DEC) in technical or administration sciences or accounting studies or college/DCS diploma (DEC) or university degree in another relevant field
  • Experience:
  • General administrative experience;
  • Experience using a variety of software including: Excel and Access in particular and other common office software (Outlook, Word, PowerPoint)
  • Knowledge:
  • Knowledge of the Microsoft Office 365/SharePoint/Teams environment an asset;
  • Knowledge of donations management software eTapestry (from Blackbaud) an asset;
  • Knowledge of charitable organizations and/or of the not-for-profit sector an asset;
  • Abilities:
  • Ability to do data entry with a low error rate;
  • Ability to pay attention to detail especially with numbers;
  • Ability to extract data and prepare reports;
  • Ability to organize work effectively and adapt to changing priorities;
  • Ability to work autonomously and as part of a team;
  • Willingness to follow training and ease with learning new things;
  • Personal suitability :
  • Effective Interpersonal skills;
  • Judgement;
  • Initiative;
  • Dependability


A period of knowledge transfer is contemplated during the candidate’s onboarding.

References: required of recent employment

Workplace: at the head office of the Foundation in Montreal and occasional remote work (namely during the Covid-19 pandemic).

Please Note: is not affiliated with and in no way endorses or vets the organization that posted this job. Any links posted within the job will take you to their external site where the same disclaimer applies.

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