Administrative Assistant, Capital Campaign

1987, Phoenix has been dedicated to supporting youth between the ages of 11 and 24, their families, and communities across multiple locations in Halifax. Their team of caring professionals recognizes that each person who comes to them has unique needs and personal strengths. They believe that people are the leaders in their own lives; Phoenix is a leader in supporting them.

On their behalf, we are recruiting for an Administrative Assistant for their Capital Campaign and in support of the agency for a 3-year term position.

The Administrative Assistant is often the first point of contact for volunteers, partners, youth, and community. They are an integral team member for Phoenix, offering administrative support to the agency and ensuring day-to-day needs are met in the administrative and fund development office. Phoenix is in the early stages of a significant and transformative Capital Campaign and the Administrative Assistant will provide support for the Campaign, including gift processing, file management, and research.

Duties and Responsibilities Include:

• Office administration including reception (in-person, phone, and email), incoming / outgoing / internal mail, organization / office efficiency, and general office duties as required.
• Provide support to the Capital Campaign team, Senior Manager, Administration, and Executive Director – scheduling / coordinating meetings, preparing communications materials, and maintaining file systems.
• Research and create briefs on potential partners and key relationships.
• Donation / gift / event transaction processing of all types (bank deposits, credit cards, electronic fund transfers (EFTs), online, CanadaHelps, in-kind, etc.), cash handling, including office petty cash.
• Preparing tax receipts and thank you letters / packages in a timely manner and in strict accordance with Canada Revenue Agency (CRA) guidelines.
• Maintain the financial integrity of gifts through accurate data entry and tracking of donor information in collaboration with the Fund Development team.
• Support organizational committees, events, and meetings as required.
• Support the agency’s commitment to diversity, equity, and inclusion through learning opportunities, critical self-reflection, and professional development.
• Other duties as assigned.

The ideal candidate is a highly organized individual with an ability to prioritize and adapt to priorities as required. Working with a high level of integrity, you are able to demonstrate sound judgment and handle confidential materials and situations with sensitivity and full discretion.

As the selected candidate, you will hold an undergraduate degree or diploma or equivalent work-related experience. You have excellent technical skills including Microsoft Office suite and demonstrate your commitment to professional development. Volunteer or work experience in the non-profit sector or experience with razor’s edge will be considered assets.

A staff group that represents the diversity of the people and communities we serve is of the utmost importance. Phoenix is committed to reducing barriers that have traditionally impacted access to employment and career growth. As such, we encourage those interested to self-identify their ethnicity, and or race, gender, sexuality, ability, etc. We also invite you to share your pronouns in your cover letter or resume.