Administrative Assistant

Quakerservice; Toronto; On-site; CAD 25,000 - 27,000; Part time

Benefits offered by this job

Benefits plan

RRSP 5% match

Job summary

CFSC in Toronto is seeking a part-time Administrative Assistant to manage daily office operations, assist staff and volunteers with meetings, events, and other priorities as needed. You will support scheduling, filing, donor communications, basic financial tasks in QuickBooks, and update Bloomerang donor records, with occasional weekend in-person meetings.

Reporting to the Communications Coordinator, this role emphasizes organization, independence, and the ability to work remotely when needed

Qualifications

• Experience with office administration and records management.
• Experience supporting basic financial administration or donor databases is an asset.
• Experience supporting website or social media activities is an asset.
• Experience with small nonprofits and adaptability is preferred.
• Proficient computer skills and familiarity with QuickBooks and Bloomerang is desirable.

Responsibilities

• Oversee daily office operations and maintain organization of office and storage areas.
• Coordinate staff calendars, agendas, and minutes for meetings.
• Provide receptionist and tech support as needed and coordinate outside support when necessary.
• Manage filing systems (digital and hard copy) per policy and send donor receipts and thank you letters.
• Support staff with events logistics and coordination of meetings and file materials.

Skills

Office administration

Donor databases

Website / social media

Small nonprofits

QuickBooks

Bloomerang

Tools

QuickBooks

Bloomerang

Job description

About CFSC

Canadian Friends Service Committee (CFSC) is the peace and social justice agency of the Religious Society of Friends (Quakers) in Canada. Quakers won the 1947 Nobel Peace Prize and are internationally recognized for peacebuilding and human rights work. CFSC continues this long tradition.

Schedule and location

The Administrative Assistant is a part-time position (17.5 work hours/week). Most CFSC staff work remotely but this position works from CFSC’s national office in Toronto, Ontario. This position is subject to the Ontario Employment Standards Act, 2000.

The weekly work schedule islargely self-directed but from time to time the role requires the ability to work on weekends for specific in-person meetings.

The ideal candidate will have all or most of:

Qualifications

• Experience with office administration, records management, scheduling, meeting support, event coordination, or related administrative work.
• Experience supporting basic financial administration or donor databases is an asset.
• Experience supporting website or social media activities is an asset.
• Experience working for small (under 10 staff) businesses or nonprofits that require adaptability.
• Proficient computer skills and related experience (ideally knowledge of or interest in learning QuickBooks and donor management software such as Bloomerang)

Core competencies

• Strong organization and attention to detail.
• Practical problem-solving and sound judgment.
• Ability to work independently and take initiative.
• Adaptability in a small-team environment.
• Comfort working for a Quaker faith-based social justice organization.
• Collaboration with staff and volunteers in person and online.
• Clear written and verbal communication.
• Reliability and effective time management.

Details

Compensation: $24,500-$27,000 annually for this part-time position ($49,000–$54,000 full-time equivalent) based on qualifications.

Benefits: CFSC provides a benefits plan and a 5% RRSP match for eligible employees.

CFSC is committed to building a diverse, equitable, and inclusive workforce. We welcome applications from all qualified candidates and particularly encourage applications from Indigenous people (First Nations, Inuit, and Métis); Black and racialized people; women; members of 2SLGBTQIA+ communities, including trans and gender-diverse people; persons with disabilities; newcomers to Canada and refugees; people with diverse family statuses and caregiving responsibilities; and people across all age groups.

Accommodations are available for applicants with disabilities in all phases of the hiring process, up to the point of undue hardship, upon request.

Reporting to CFSC’s Communications Coordinator, the Administrative Assistant is primarily responsible for daily office operations and also provides support to staff and volunteers for meetings, events, and other priorities as needed.

Primary responsible for daily office operations

• Responsible for overall organization of the office and basement storage area
• Oversee equipment maintenance and research replacement options as required
• Order office supplies
• Check and distribute phone messages
• Provide tech support as able and researching and lead on contracting other support options when necessary
• Coordinate and ensure staff use CFSC’s digital and hard copy filing systems (in keeping with Records and Archives policy)
• Send tax receipts and thank you letters to donors
• Format and mail letters and print materials (e.g. appeal letters, UN Declaration on the Rights of Indigenous Peoples booklet orders, French language resources)

Support for other staff and volunteers

• Prepare agendas and minutes for meetings
• Maintain calendar and support with scheduling meetings for Executive Committee
• Provide additional support to Finance Assistant on specific financial tasks when needed (writing cheques, going to bank, supervised work in QuickBooks, and assisting with maintenance of donor database in Bloomerang)
• Provide backup support for communications work (e.g. website, social media) when needed
• When unexpected situations arise, assist with supporting other staff when they are out of the office or have asked for assistance

Events

• Plan and coordinate all logistics for CFSC meetings including at least one larger in-person multi-day gathering per year
• Plan and coordinate staff events (e.g. book club, staff lunches, any staff outings, Christmas lunch)
• Support the planning and organization of CFSC program events in coordination with program staff
• Create a plan for promotion of public events (advertising, endorsements, sharing through partner networks, etc.)