Donor Relations Coordinator / Administrative Assistant

International Fund for Animal Welfare; Ottawa; On-site; CAD 50,000 - 70,000; Full time

Job summary

A prominent animal welfare organization is seeking a Donor Relations Coordinator / Administrative Assistant to provide exemplary service to supporters while managing donor relations and office operations. Candidates should have administrative experience and strong customer service skills. Bilingualism in French is a plus. The role offers a unique opportunity to contribute to animal welfare initiatives and engage with a diverse community.

Qualifications

• Ability to learn and develop expertise in automated systems.
• Strong verbal and written communication skills.
• Excellent organizational and priority-setting skills.

Responsibilities

• Provide timely service to IFAW supporters and manage donor relations.
• Ensure the integrity of supporter database systems.
• Manage accounts payable and maintain office functionality.

Skills

Customer focus

Attention to detail

Bilingualism (French)

Education

Two years’ experience in administrative support

Three years in customer or donor services

Tools

MS Word

MS Excel

Donor / fundraising database systems

Job description

Donor Relations Coordinator / Administrative Assistant

Donor Relations Coordinator / Administrative Assistant

July 18, 2025

Donor Relations Coordinator / Administrative Assistant

This is a One-Year Fixed Term Contract position

The Donor Relations Coordinator will provide timely world-class service to IFAW supporters and the public by promoting IFAW’s mission and brand, applying professional best practices and stewardship to acquire, retain and further engage supporters – ultimately maximising revenue, supporter satisfaction and long-term loyalty.Maintain the integrity of supporter database systems; provide administrative, organizational and operational support to the Donor Relations function and manager.

Role and Responsibilities

Donor Stewardship

• Reinforce IFAW’s mission and brand to steward donors and enquiring public to build long-term loyalty, donor retention and satisfaction
• Respond to enquiries, requests and donations received by phone, digital communications, written correspondence and in-person in a professional and timely manner
• Fulfill personalized acknowledgment letters, thank you phone calls and other strategically designed stewardship outreach efforts
• Remain current on IFAW programmes, campaigns and activities; share appropriately as part of stewardship efforts
• Ensure that IFAW’s supporter experience is the point of difference that separates IFAW with similar organizations and is known and felt by supporters

Communications with IFAW Staff and Vendors

• Research and follow-up with manager, appropriate staff or vendors on issues and opportunities related to programmes, direct marketing and fundraising efforts to maximise IFAW’s effectiveness and supporter engagement

Donor Data Systems and Processing

• Maintain in-depth knowledge of supporter database functions, processes and procedures; investigate challenges and system issues with manager
• Ensure timely and accurate input of supporter information into donor database systems for quality, integrity and accuracy
• Process financial information relating to regular giving and other initiatives; reconcile donations on database as necessary
• Adhere to standard operating procedures, reference guides and Supporter Relations Standards of Excellence; ensure compliance with data protection and privacy requirements

Canada Specific Administrative Duties

This role also supports the smooth operation of the Canadian office by managing accounts payable and maintaining office functionality. Key responsibilities include :

Accounts Payable and Financial Administration

• Receive and retrieve all invoices related to goods and services provided in Canada.
• Ensure timely and accurate entry of all invoices into the Unit4 ERP system.
• Submit all relevant documentation to IOC and / or file according to established procedures.
• Act as the primary point of contact for supplier and employee inquiries related to payments.
• Perform weekly banking of cash and cheques.
• Provide documentation and support during the annual audit process.

Office Management

• Ensure all office equipment is operational; liaise with service providers for maintenance and repairs.
• Serve as the primary point of contact with the landlord and other vendors to maintain a functional and safe workplace.
• Monitor inventory and order office supplies as needed to ensure smooth daily operations.

Qualifications and Education Requirements

• Two years’ experience in administrative support and systems.
• Three years in customer or donor services or relevant experience.
• Computer proficiency and demonstrated ability to learn and develop expertise in automated systems. Broad knowledge of MS Word & Excel.
• Experience with donor / fundraising database systems a plus.
• Bilingualism (French) an asset.
• Strong customer / supporter focus and keen attention to detail; confidentiality a must.
• Excellent verbal and written communications skills.
• Highly motivated, commitment to excellence and strong work ethic.
• Ability to take initiative, work independently, and collaboratively on teams.
• Excellent administrative / organizational and priority-setting skills; applies sound judgment.
• Flexible; functions effectively and accurately in a changing and fast-paced environment;

meets timelines.

• Fosters sensitivity to and respect for cultural differences.
• Empathy with the cause of animal welfare and a strong commitment to promoting IFAW’s mission.

At IFAW, we aim to create and foster a workforce that reflects and contributes to the diverse, global community in which we work to improve the lives of both animals and people.We are dedicated to fostering justice, equity, diversity, and inclusion so we actively encourage candidates from diverse backgrounds.

Closing date for receipt of applications : 29 August 2025

To apply, please submit CV and letter of interest to [e-mail]