About:

Reception House is a non-profit, community-based organization that delivers quality settlement, integration and support services to government-assisted refugees (GARs) in Waterloo Region. Since 1987, Reception House has assisted thousands of refugees rebuild their lives in Canada through specialized programs and services designed to help them become established in their new communities.

We currently have an exciting opportunity for a permanent part-time Administrative Assistant, on our Fundraising and Communications team. This position will work 25 hours per week spread over 4 days. The exact schedule will be determined upon hire. Some evening and weekend availability will be required to support events.

The Administrative Assistant for the Fundraising and Communication team provides vital support to the fundraising and outreach efforts of Reception House. This role combines administrative responsibilities with select day-to-day communication tasks, ensuring smooth operations and effective engagement with donors and stakeholders. The Administrative Assistant supports implementation by managing the database, routine outreach and assisting in the coordination of digital and print communications.

What you'll do:

• Maintain donor databases (donor perfect) and input accurate gift and contact information.
• Assist with donor acknowledgment letters, thank-you notes, and mailings.
• Provide logistical and preparation support for fundraising events, meetings, and community engagement activities, including set up and errands.
• Manage fundraising and communication calendar and scheduling events.
• Track expenses and assist with budget-related tasks.
• Support reporting and documentation for grants and donor reporting.
• Coordinate updates to the website and social media channels based on guidance from the Director.
• Support Coordinator with event photography when needed.
• Assist in preparing newsletters and email campaigns using templates and approved content.
• Ensure branding consistency across print and digital materials.
• Liaise with internal teams to collect stories, photos, and content ideas for use by the Director.
• Other applicable duties as needed.
  

What you'll need:

• 12 years of administrative and/or communications experience, preferably in a nonprofit setting.
• Post-secondary education in Business Administration, Office Management, or a related field is considered an asset.
• Secondary school diploma, GED or equivalent required.
• Previous experience with donor perfect database is preferred.
• Previous use of digital tools such as Canva, Mailchimp, and social media platforms for business is an asset.
• Advanced computer skills with proficiency in Microsoft Office Suite and Google Suite.
• Strong administrative skills, with the ability to manage tasks efficiently and accurately.
• Ability to maintain confidentiality and demonstrate professionalism in all communications.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong organizational skills and ability to manage multiple priorities.
• Excellent resourcefulness, problem solving and attention to detail.
• Collaborative team player with a strong customer service focus.
• Excellent verbal and written communication skills.
  

Working Conditions:

• A valid drivers license and access to a car is required.
• Travel within Waterloo Region needed to attend and prepare for off-site events and meetings.
• Heightened risk of exposure to communicable diseases, vicarious trauma and high-stress environment.
• Must be able to move freely throughout buildings and travel within community with reasonable accommodations as required.
• Extended periods of time spent sitting, working on computer using mouse and keyboard.
  

Benefits:
At Reception House, we truly value our employees and the incredible work that they do. Some benefits we provide include.

• Company paid benefits
• RRSP match program
• Employee Assistance Program
• Generous vacation policy
• Staff appreciation events
• Wellness initiatives
• Professional development opportunities
  

Reception House Waterloo Region will accommodate candidates partaking in the recruitment process upon request. If you require a disability-related accommodation during this process, please inform us of yourrequirements.