Ignite Durham Learning Foundation - Administrative Assistant

Jobs in Education; Whitby; Hybrid; CAD 40,000 - 50,000; Full time

Job summary

An educational institution in Whitby is seeking an Administrative Assistant to provide comprehensive administrative support and ensure smooth daily operations. The role includes managing communications, financial tracking, and event logistics. The ideal candidate will have a post-secondary education and at least 2 years of administrative experience, with a passion for supporting equitable education for all students.

Benefits

Hybrid work environment

Employee well-being initiatives

Qualifications

• Minimum 2 years of relevant administrative experience, preferably in nonprofit or educational settings.
• Strong customer service orientation and professionalism required.
• Ability to work independently and collaboratively.

Responsibilities

• Provide administrative support to the Executive Director.
• Monitor and manage communications for the Foundation.
• Prepare budget tracking reports and support financial audits.

Skills

Organizational skills

Communication skills

Time-management skills

Education

Post-secondary education in Business or Office Administration

Tools

Microsoft Office Suite

Google Workspace

DonorPerfect

QuickBooks

Job description

The Durham District School Board acknowledges that many Indigenous Nations have longstanding relationships, both historic and modern, with the territories upon which our school board and schools are located. Today, this area is home to many Indigenous peoples from across Turtle Island. We acknowledge that the Durham Region forms a part of the traditional and treaty territory of the Mississaugas of Scugog Island First Nation, the Mississauga Peoples and the treaty territory of the Chippewas of Georgina Island First Nation. It is on these ancestral and treaty lands that we teach, live and learn.

This statement was co-created in partnership with the Mississaugas of Scugog Island First Nation and the Chippewas of Georgina Island.

Ignite Durham Learning Foundation is a registered charity committed to eliminating barriers to learning and helping every student reach their full potential. We work collaboratively with the Durham District School Board (DDSB), families, community partners, and donors to provide equitable access to the resources and opportunities every student deserves.

The Administrative Assistant provides comprehensive administrative, operational, and communications support to the Executive Director and the broader IDLF team, including the Board of Directors. This role is essential in ensuring the smooth day-to-day functioning of the organization and involves managing communications, data systems, financial tracking, and event logistics. The successful candidate is organized, proactive, detail-oriented, and aligned with IDLF's mission of equitable education for all.

Administrative & Communications Support

• Provide administrative support to the Executive Director, including calendar management, meeting coordination, and preparation of documents and presentations
• Monitor and manage all Foundation and departmental email accounts, phone lines, and voicemail inboxes
• Greet and direct all guests and visitors to the department professionally and courteously
• Maintain and update the Foundation's public website and internal staff portal as needed
• Respond to inquiries from families, community partners, donors, and grantees in a timely and compassionate manner
• Prepare flyers, promotional materials, and communications for Foundation events and initiatives
• Manage and maintain the Foundation's donor management software (DonorPerfect), including inputting donor records, tracking gifts, generating receipts, and supporting stewardship plans
• Track and reconcile donations, including incoming contributions and outgoing funds
• Prepare donor acknowledgment letters and maintain records for donor stewardship

Financial & Budget Management

• Oversee and reconcile monthly financial records in collaboration with the Executive Director using QuickBooks
• Manage budgets for both IDLF and the Make A Difference Depot
• Reconcile petty cash and manage staff purchasing cards monthly
• Prepare budget tracking reports and provide administrative support for financial audits or reviews

Event Planning & Coordination

• Support logistics and organization of Foundation-led or supported events, including registration, tracking budgets, managing deliveries, and coordinating participation
• Liaise with event planners, school departments, school secretaries, and community agencies to coordinate event timelines, planning meetings, and materials
• Ensure all event equipment and supplies are organized, transported, and returned as needed
• Provide day-of event support including setup, troubleshooting, and contingency planning
• Maintain organized records of event planning processes, participant lists, vendor contracts, and evaluation feedback

Qualifications

• Completion of post-secondary education in a related discipline (Business or Office Administration or nonprofit management) or a combination of education, training and experienced deemed to be equivalent.
• Minimum 2 years of relevant administrative experience, preferably in a nonprofit, educational, or public service setting
• A certificate in nonprofit management is considered an asset
• Proficiency with Microsoft Office Suite, Google Workspace, DonorPerfect (or similar CRM), and QuickBooks
• Strong written and verbal communication skills, with a customer service orientation
• Highly organized with excellent time-management skills and attention to detail
• Ability to work both independently and collaboratively in a dynamic and fast-paced environment
• Demonstrated professionalism, discretion, and sensitivity in dealing with confidential information
• Experience with community events, donor relations, and / or fundraising is an asset
• A passion for equity in education and a commitment to the mission and values of IDLF

Additional Requirements

• This is a hour per week ,temporary position available until approximately June 30, 2026
• Hybrid work environment with some in-person responsibilities required at the DDSB Education Centre in Whitby
• Occasional evening or weekend work to support Board and Committee meetings, events or special projects
• Provide a current Criminal Background Check with vulnerable sector screening upon hire

Equity and Inclusion

The Durham District School Board recognizes Indigenous rights are distinct. In the exercise of those rights, Indigenous staff and students shall not be subjected to actions with the aim or effect of depriving these distinct rights.

The DDSB is dedicated to creating a welcoming and inclusive environment for all. We are committed to reflecting the diverse communities we serve and encourage applications from candidates who bring a variety of experiences and backgrounds. We adhere to fair, transparent hiring practices and are committed to equity and accessibility throughout the recruitment process. If you need accommodation during the application process, please let us know, and we will work with you to meet your needs.

At the Durham District School Board (DDSB), we inspire the lives of over 80,000 students. Our diverse communities are places where your impact will be felt every day.

Picture yourself in a workplace where your ideas are celebrated, and your growth is a top priority. Here, collaboration and innovation thrive. Whether you're directly inspiring young minds or providing essential support behind the scenes, your contributions will have a meaningful impact on students and the community.

We welcome you to bring your experiences, your passions, and your talents to our inclusive community. Join us and be part of a team that values your well-being as much as your contributions. Ignite your potential at DDSB and help us make a difference, one student at a time.

Location Name

EDUCATION CENTRE About Durham District School Board

The Durham District School Board (DDSB) serves over 80,000 students across Ajax, Brock, Oshawa, Pickering, Scugog, Uxbridge, and Whitby, offering diverse urban and rural opportunities to make an impact. Committed to equity, human rights, and Indigenous rights, DDSB fosters learning and working environments that are welcoming, inclusive, and free from discrimination and harm. Through cutting-edge technology, innovative practices, and a focus on diversity, DDSB ensures everyone feels valued and supported.

At DDSB, we believe in empowering success for all. Whether you’re teaching, leading, or supporting behind the scenes, we offer the tools, positive work environments, and leadership opportunities to help you thrive. By celebrating uniqueness and embracing innovation, DDSB provides an inspiring space to ignite your career while shaping the future of education.

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