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

Qualifications:

  • 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).

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