Executive Assistant jobs in Canada

The Guelph Community Foundation – Finance and Office Manager

Pay Range: $65,000 - $70,000

Employment Type: Full Time Hybrid

Deadline to Apply: Monday, September 29, 2025 by 9 AM

Do you love when all the numbers line up? Are you a wizard with figures and a financial professional with personality, who cares about the bigger picture? If so, an endowment portfolio and generous donors need you to help sustain community impact.

At The Guelph Community Foundation, a charitable public foundation, you’ll work with an experienced leader who is focused on value-based philanthropic leadership in one of Canada’s most generous cities. The Foundation pools charitable gifts into permanent endowments to provide sustainable revenue for health & wellness, environment, arts & culture, youth advancement, justice and community resilience. If purpose-driven work with a well-designed spreadsheet excites you, share your information with us!

The Finance and Office Manager will be an integral part of a small team, acting as the Foundation’s key financial representative. The position reports to the Executive Director and works in partnership with the Grants Manager. Responsibilities include:

• Supporting the administration and financial reporting requirements of the Foundation
• Supporting fundholders and donors with their contributions
• Grant processing
• Full cycle accounting
• Providing administrative support to volunteer committees
• Managing office space, stock and equipment

Work involves complex financial and accounting processes. The role requires comfort communicating with accountants, auditors, investment firms, and volunteer board members, while delivering excellent customer service to fundholders and charities to support the Executive Director and Grants Manager.

• College or university degree or diploma, preferably with a financial or business specialization
• Minimum of 3 years financial experience
• Experience in the not-for-profit sector and familiarity with Canada Revenue Agency regulations
• Familiarity with fund accounting
• Experience with Excel, Word, Outlook and financial software
• Exceptional attention to detail and accuracy
• Excellent organizational skills; ability to manage multiple tasks and deadlines
• Discretion with private, confidential information
• Sound judgment in expenditures, budget planning and data interpretation
• Excellent verbal and written communication skills
• Strong interpersonal skills; ability to work independently and collaboratively
• Experience in a community foundation is an asset
• Experience with fund development and/or donor stewardship is an asset

Financial (Time Allocation: ~25%)

• Process all receipts and disbursements in Foundant CSuite
• Monitor bank balances, prepare deposits, and reconcile accounts
• Maintain general ledger and fund balance tracking
• Internal tracking and reporting for administration fees and undistributed income
• Verify donation reports for reconciliation
• Support bi-weekly payroll
• Ensure financial integrity, budgeting, forecasts and board-ready reports
• Maintain financial controls and policy adherence
• Prepare annual/quarterly fund statements and year-end reporting

Donor Management & Services (Time Allocation: ~25%)

• Provide donor stewardship, processing gifts, tax receipts, statements and acknowledgments
• Manage online giving (Canada Helps) and ensure integration with Foundant CSuite
• Maintain Foundant CSuite donor records and reports

Grants (Time Allocation: ~25%)

• Maintain granting details using Foundant Grant Lifecycle Manager with Grants Manager
• Maintain fundholder files

Administration (Time Allocation: ~12.5%)

• Complete CRA filings and tax rebates on time
• Organize files and data backups; maintain financial filing system
• Attend Investment Management Committee and Board meetings; assist with annual external audit
• Support strategic planning and daily office procedures; pursue process improvements
• Lead meetings as needed

Office Management (12.5%)

• Maintain documents, folders and filing system
• Track supplies, stock and office equipment
• Coordinate IT needs and liaise with landlord and service providers
• Assist with hiring and orientation of summer staff

Salary: Compensation ranges between $65,000 and $70,000, depending on experience. Remote office technology is provided.

Submit your resume and one-page cover letter to ed@guelphcf.ca by Monday September 29, 2025 before 9 AM. Only applications received by email with both a resume and cover letter will be considered. LinkedIn applications will not be reviewed. Interviews may start before the deadline closes.

The Guelph Community Foundation is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. We invite applications from diverse populations and groups, including applicants who require accessibility accommodations. If contacted for an employment opportunity, please advise us if you require an accommodation. We thank all applicants; however only candidates selected to be interviewed will be contacted.

The Guelph Community Foundation is a charitable public foundation that pools donor gifts into endowments to fund a wide range of charitable programs. Our office is located in downtown Guelph, 55 Wyndham Street North, Guelph, Ontario.