JOB POSTING

Administrative & Donor Relations Assistant

Make a meaningful impact where it matters most.

Join Aunt Leah’s Development team as an Administrative & Donor Relations Assistant and play an important role in supporting the relationships and fundraising efforts that help make our work possible. In this role, you’ll provide administrative support across donor relations, gift processing, fundraising activities, and team operations, while helping ensure donors, volunteers, and community partners receive timely, professional, and thoughtful communication. From maintaining accurate donor records and supporting stewardship initiatives to coordinating meetings, events, and Tree Lot volunteers, you’ll help keep the Development team organized and connected while contributing to Aunt Leah’s mission of creating brighter futures for youth and young mothers.

Job Summary: Reporting to the Development Manager, the Administrative & Donor Relations Assistant will contribute to the ongoing development and execution of fundraising initiatives. This includes seasonal volunteer coordination responsibilities during our Tree Lot fundraising sales campaign and other volunteer campaigns. The position processes gifts and grants through the organization’s fundraising database in compliance with CRA regulations.

The Administrative & Donor Relations Assistant tracks and reports on fundraising progress and outcomes, and provides administrative support to the Development and Communications team, including scheduling meetings and preparing reports. The position also provides donor relations support, including donor correspondence, stewardship activities, and maintaining accurate donor records.

In addition, the position provides general administrative support for the office and building, including managing team inboxes, ordering and receiving office supplies, managing office keys and sign-in/sign-out procedures, communicating with the property manager regarding day-to-day building updates, and helping to maintain shared office spaces.

Reports To: Development Manager

Compensation: $25.17/hr.

Position Status: Temporary Full-Time (Until March 2027), 37.5 hours per week, generally Monday to Friday, 9:00 a.m. to 5:00 p.m., with flexibility for occasional evenings and weekends based on operational needs.

Location: Vancouver, BC

Qualifications:

- Post-secondary in Fundraising Management, Non-Profit Management, Communications, Marketing, bachelor’s or related discipline
- Minimum of 2 years of experience in an administrative, events, volunteer coordination and/or fundraising role
- Minimum of 2 years experience using Salesforce or another CRM system
- Advanced proficiency in Microsoft Office, particularly Excel, Word, and PowerPoint, with the ability to create and format spreadsheets, documents, presentations, and event materials
- Proficiency with Google Workspace and Outlook, and familiarity with virtual meeting platforms such as Microsoft Teams, Zoom, and Google Meet
- Commitment to equity, diversity, and inclusion

Requirements:

- Satisfactory Criminal Record Check (including vulnerable persons) and Local Police Information Check

- Valid BC Driver’s License
- Ability to produce a clear driver’s abstract
- Agrees to the Society's Code of Ethics
- Follows Aunt Leah's Practice Guidelines

Knowledge,



Skills & Abilities (KSA):

- Exceptional attention to detail and strong organizational skills, with the ability to manage multiple priorities, maintain accurate records, meet deadlines, and follow through on administrative tasks
- Empathic listener and persuasive communicator, with the ability to communicate effectively, build positive relationships, and engage a diverse range of stakeholders with professionalism and care
- Strong verbal and written communication skills, with the ability to communicate with staff, community partners and various external stakeholders
- Excellent interpersonal and relationship-building skills, with a strong customer-service orientation and the ability to communicate professionally, respectfully, and effectively with donors, volunteers, colleagues, and external stakeholders
- Ability to build positive working relationships and work effectively both independently and as part of a team
- Knowledge of fundraising principles, donor stewardship practices, and the non-profit fundraising workplace is an asset

Key Duties and Responsibilities:

Essential Functions

Donor Relations & Gift Administration

- Provides administrative support to the fundraising team, including preparing and formatting correspondence to donors
- Processes donations and grants accurately and in a timely manner, ensuring gifts are properly recorded and documented in accordance with established organizational procedures and CRA requirements.
- Processes donations and grants accurately and in a timely manner, ensuring gifts are properly recorded and documented in accordance with organizational procedures and CRA requirements
- Assists in the execution of stewardship initiatives and strategies to support the Foundation’s donors
- Maintains a thorough understanding of CRA regulations and best practices for the processing and recording of gifts
- Maintains donor records in Salesforce and financial records; proactively inputs notes, actions, proposals, gift agreements and reporting requirements
- Supports donor correspondence and distribution of marketing materials
- Generates Salesforce reports as requested, including reports on incoming gifts, monthly and quarterly activity, annual reporting, donor stewardship, and gift processing, to support development activities, planning, and decision-making • Maintains accurate records of donor recognition requests and ensures requests are documented and communicated to the appropriate team members

Development Team Support

- Assists the Development team with fundraising plans, events, and external presentations
- Schedules and coordinates appointments and meetings for leadership, ensuring calendars are accurate, and up to date
- Maintains team and office calendars, including scheduling meetings, adding agendas, and ensuring relevant information is available to meeting participants
- Assists with preparing meeting and event materials, including presentations, documents, spreadsheets,



and information for event tables and displays
- Assists with updating development-related policies and procedure manuals, as appropriate

Tree Lot Volunteer Coordination

- Works closely with the Tree Lot Manager and Director of Operations during the Tree Lot season to support volunteer coordination and related administrative activities
- Responds to volunteer requests promptly by emailing relevant information, and directing volunteers to the appropriate volunteer sign-up and scheduling calendar
- Manages volunteer shift changes by updating the volunteer scheduling calendar and ensuring changes are accurately reflected in the schedule
- Manages volunteer cancellations by updating Tree Lot schedules and notifying the Tree Lot Manager of changes
- Communicates schedule changes promptly to affected volunteers in the event of Tree Lot closures due to weather or other unforeseen circumstances
- Provides support for volunteer orientation at Tree Lot locations, as needed, including welcoming volunteers and assisting with orientation activities

General Office & Administrative Support

- Monitors and manages the Donor Relations and Development team inboxes, responding to donor inquiries and directing requests to the appropriate team members as needed
- Orders, receives, and maintains office supplies to support the day-to-day needs of the organization
- Manages office keys and sign-in/sign-out procedures and serves as a point of contact with the property manager regarding day-to-day building communications and updates.
- Helps maintain shared office spaces, including the photocopy room and kitchenette, ensuring these areas are organized, clean, and adequately stocked
- Performs other administrative duties as required to support the Development team and the day-to-day operations of the office

Physical Demands:

- This position includes sitting at a desk using a computer; and may include some occasional physical work moving objects weighing up to 50lbs

Working Conditions:

- This position may require working occasional evenings and weekends and travel to various locations within Metro Vancouver
- Hours of work – 37.5 hours per week (7.5 hours a day) generally Monday to Friday (9:00 am to 5:00 pm) with the ability to be flexible as per business needs

Living Wage Employer: As a certified living wage employer, we are committed to compensating our employees a living wage that allows working families to support the healthy development of their children and participate in the social, civic, and cultural lives of their communities. Embracing a living wage policy aligns with our Strategic Goals and provides our staff a great place to work.

We Offer:

A comprehensive benefits package that includes dental, extended health care including vision care and prescription, RRSP matching, generous vacation and personal time package.

To Apply:

To apply, please use the application link provided in this posting.

We appreciate all applications; however, only candidates selected for an interview will be contacted.

We strongly encourage applications from individuals of all gender identities and expressions, sexual orientations, visible minorities, Indigenous persons, and persons with disabilities who are interested in supporting our mission and mandate.

📌 Administrative & Donor Relations Assistant (Vancouver)
🏢 AUNT LEAH'S
📍 Vancouver