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Administrative Assistant - Science World

Vancouver, BC

Job Description

Regular – Full-Time
Position: Administrative Assistant
Reports to: Vice President, Development 
     

Science World is a BC-based charitable organization that engages the people of British Columbia in STEAM literacy. Our mission is to ignite wonder and empower dreams through science and nature. Our values are Curious, Playful, Inclusive, Relevant and Collaborative.

Position Description:

We are seeking a self-starting individual who is passionate about donor and sponsor relations and administration to support Science World’s fundraising team. Reporting to the Vice President, Development, the Administrative Assistant works with the entire Development team to ensure seamless and efficient organization across the Department. They will work as part of a dynamic team committed to helping donors and sponsors meet their philanthropic and business goals. This position requires the ability to work collaboratively, handle multiple tasks, competing deadlines and a strong attention to detail to foster relationships with supporters of Science World.

Salary Range:
$45,000 - $52,000

Job Requirements

Responsibilities:

  • Provide a variety of administrative support to the Vice President, Development and the Development team across all activities
  • Assist in the coordination of the VP of Development’s calendar, travel and processing work-related expenses
  • Meeting and volunteer committee support including: organizing meeting logistics, preparing agendas, taking meeting minutes, etc.
  • Utilize Raiser’s Edge database to maintain accurate donor/sponsor information and tasks including, but not limited to, creating letters, manage fundraising events, inputting of solicitor actions and reminders, linking and connecting records and households, gift agreement details. Complete both as directed and proactively as determined through regular communication with staff, volunteers, and donors
  • Track fundraising revenue and expenses and provide reporting documents including liaising with Finance team
  • Provide department event assistance including: attendance, management of registrations, event communications, fulfilling sponsorship packages, coordinating in-kind prize/silent auction donations, and on-site support
  • Prepare information kits and presentations for donor or volunteer meetings
  • Assist in the processing of mailings, printing and assembly of thank you letters, tax receipts, solicitation, and stewardship packages using Raiser’s Edge, Microsoft Word and Excel
  • Manage constituent lists for events, mailings and donor recognition
  • In conjunction with other team members, provide administrative support to donor and sponsor recognition activities
  • Proactively notify staff members of any items that may impact donor relationships, or other department-related activities
  • As requested, research information about prospects and prepare briefing notes and solicitation material
  • Monitor Development’s office supply levels and coordinate office supply orders
  • Develop and maintain strong, positive interdepartmental relationships
  • Support a culture that is donor-centric, where requests from internal and external stakeholders are responded to with a high degree of urgency, professionalism and accuracy
  • Operate within the philosophy, culture, and values of Science World
  • Perform other related duties as required

Qualifications:

  • Post-secondary education in business administration plus a minimum of 2 years administration experience; or an equivalent combination of education, knowledge and experience
  • Experience in a similar non-profit environment and knowledge of fundraising is an asset
  • Strong administrative skills demonstrated through supporting a diverse team
  • Proficient in Microsoft Office Suite including MS Word, Excel, PowerPoint, Outlook, Teams
  • Familiarity with Raiser’s Edge or similar fundraising database
  • Flexible hours to accommodate various meetings and events is a requirement for this position

Must demonstrate the following:

  • Excellent organizational and time management skills, including adapting and modifying the sequence of work to meet changing conditions and support multiple team members
  • High level of accuracy and attention to detail
  • An established reputation for contributing to a positive work environment with professionalism and a ‘can-do’ attitude
  • Demonstrated ability to work independently as well as a collaborative team member and establish and maintain positive working relationships, both internally and externally
  • Excellent verbal and written English communication skills. Sound knowledge of grammar and the ability to compose clear and concise correspondence, notes and briefings
  • Ability to exercise a high level of judgment, tact and discretion in both internal and external interactions
  • Demonstrated analytical and problem-solving skills

How To Apply

Please apply by Friday, April 9, 2021 via the Science World careers portal:  http://scienceworld.ca/jobs

Please upload a cover letter and a copy of your resume as part of your application

* All offers are subject to satisfactory completion of reference and police criminal record checks.

We would like to thank all candidates. However, only those selected for an interview will be contacted *