Administrative Support – College Advancement

Job Description:

College Advancement and the Holland College Foundation is seeking a highly skilled Administrative Support professional. Reporting to the Executive Director, the successful candidate will be responsible for the following duties.

•  Provide executive assistance to the Executive Director, administrative assistance to staff, and support to the Foundation board.
• Provide a welcoming first point of contact for Foundation, Alumni, and Advancement.
• Respond to inquiries, handle mail, prepare correspondence, manage inventories, etc.
• Provide administrative and logistical support for meetings and events. Attend meetings of the Foundation Board, record Minutes, motions, and action items.
• Create and respond to correspondence, prepare letters, memos, minutes, and reports.
•  Monitor the department’s operating budget, prepare purchase requisitions, and facilitate invoice payments.
• Provide administrative support and tracking for gifts, sponsorships, and donations; prepare thank you letters, pledge reminders, invoices, etc.
• Understand the departmental annual calendar and the Foundation’s strategic plan. Initiate and execute support tasks necessary to achieve outcomes. Maintain and manage procedures manuals, critical paths, and filing/other administrative systems to increase efficiency.
• Enter data in the department’s Raiser’s Edge database and assist with department-wide efforts to broaden the volume and quality of information maintained.
• Conduct prospect research and prepare briefing materials.
• Utilize various social media platforms to promote Foundation initiatives, messaging, and events.
• Provide support for the department’s various events, initiatives, and campaigns.
• Other duties as required.

Qualifications

• Post-secondary diploma in administrative or executive secretarial support, or education/training in a related field.
• Minimum of one-year recent related experience.
• Strong organization skills, ability to multitask and attention to detail.
• Superior communication skills (verbal, written and interpersonal).
• Understanding of invoicing and budgets.
• High proficiency in MS Office software (Word, Excel, Outlook, etc.)
• Experience or aptitude in social media management.
• Experience with Databases particularly Raiser’s Edge would be considered an asset.

Equal opportunity will be given to applicants of diverse backgrounds, Holland College welcomes applications from individuals with marginalized identities and accommodations are available on request for candidates taking part in all aspects of the selection process. In accordance with Canadian immigration requirements, all qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. In keeping with the terms and provisions of the College’s various employment and collective agreements, priority may be given to internal candidates.