OFFICE MANAGER & EXECUTIVE ASSISTANT
Our client, a proud member of the CIUSSS de Centre-Ouest-de-l’Île-de-Montréal, is a state-of-the-art institution in Cote Saint Luc that provides compassionate, cutting-edge care to patients and their families.
The foundation's mission is to support, sustain, and expand services not covered by the government. It also provides funding for essential equipment and addresses emerging hospital priorities. It strives to make a meaningful difference in our hospital and the community's lives.
THE OPPORTUNITY
Reporting to the CEO, this opportunity provides high-level administrative support to the Chief Executive Officer, ensuring efficient operation of the executive office. This role involves managing communications, scheduling, meeting preparations, and liaising with internal and external stakeholders. The person plays a key role in financial administration and overseeing systems and database management to ensure operational efficiency.
- The ideal candidate has previous experience in the non-profit sector, having worked with boards, committees, volunteers, donor-based software, etc.
KEY RESPONSIBILITIES :
ADMINISTRATIVE SUPPORT
Provide support to the CEO with various activities and administrative requirementsServe as the primary point of contact for the Foundation as it pertains to screening and prioritizing incoming general communications (emails, calls, mail), drafting responses or redirecting as appropriate, and professionally representing the organization to donors, stakeholders, and the public while providing exceptional customer servicePrepare and edit correspondence, reports, presentations, and other documents as neededBOARD SUPPORT
Attend all Board and Executive Committee meetings and prepare all elements, including logistics, scheduling, agendas, document dissemination, and minute-takingMaintain records of Board activities, decisions, and policiesMaintain By-Laws and other legal documentation for the Foundation Board and its subcommittees; maintain other Foundation Board files, legal reports, and recordsManage and organize the Annual General Meeting and other special eventsGIFT PROCESSING
Provide proactive gift management support, including tracking actions, sending letters, issuing receipts, and completing gift commitment documentsEnsure accuracy and update donor information within the Raiser’s Edge databaseFUNDRAISING STAFF SUPPORT AND PROJECT MANAGEMENT
Support Events, Campaigns, and Stewardship with duties as requiredSupport the CEO and Associate Director in generating donor information and reports and providing other logistical supportSupervise the Events and Campaigns in gift management to ensure gifts are processed according to established policies and proceduresFINANCE AND ADMINISTRATION
Weekly processing and sending of all invoices to the bookkeeper and ensuring timely payment of billsDeposit checks and manage online banking tasks as neededTrack expenses and ensure proper documentation for financial recordsReconcile monthly bank and credit card statements with financial records to ensure accuracy (in collaboration with the bookkeeper)Assist the bookkeeper with identifying and resolving discrepanciesSpearheading audit preparation and compliance. Manage internal controls and provide support for external auditorsIT & SYSTEMS MANAGEMENT
Oversee the maintenance and troubleshooting of Raiser’s EdgeCoordinate with IT vendors for system upgrades and technical supportEnsure any new or revised database protocols and policies are recordedProvide financial reports from the database as requiredOFFICE MANAGEMENT
Oversee the maintenance of office systems, including filing, data management, and supplies inventoryLiaise with vendors and service providers to ensure smooth office operationLiaise with various departments and colleagues within our CIUSSSProactively develop, implement, and recommend office procedures and systems to enhance overall efficiencyTrack vacation and sick days for staffQUALIFICATIONS AND REQUIREMENTS
Completion of a certificate, diploma, or degree in Administration, Fundraising, or a related field; or an equivalent combination of education and experienceMinimum of 2 years of experience in an executive support role, preferably within the non-profit sectorKnowledge of Raiser’s Edge or similar donor management systemsProficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)Excellent organizational and time-management skills, with the ability to manage multiple priorities and meet deadlinesDemonstrated ability to handle confidential information with integrity and discretionExcellent communication skills, both written and verbal, in English and FrenchKnowledge of the Montreal Jewish community and / or healthcare an assetPERSONAL ATTRIBUTES
High level of professionalism and ethical standardsAbility to take initiative and embrace challengesStrong interpersonal skills, with the ability to build relationships across diverse groupsAdaptability and flexibility in a dynamic work environmentCommitment to the mission and values of the organizationKEY INFORMATION
Regular full-time in-office position (35 hours / week)Occasional evenings or weekend work (for events) are required