Administrative, Fundraising & Marketing Assistant

Position: Administrative, Fundraising & Marketing Assistant

Reports To: Executive Director/Board of Directors

Position Type: Part-Time/Full-Time, as required

Position Summary

We are seeking an organized, reliable, creative, and motivated Administrative, Fundraising & Marketing Assistant to support the day-to-day operations, fundraising activities, events, financial record-keeping, and online presence of the organization.

The successful candidate will help promote Our programs, maintain accurate administrative records, communicate with donors and community partners, assist with fundraising events, and help ensure the organization remains organized and professional.

Key Responsibilities

Social Media & Marketing

Manage and regularly update Our social media accounts.

Create and schedule posts, stories, event promotions, and community updates.

Respond appropriately to social media messages and inquiries.

Promote fundraising campaigns, programs, events, and community initiatives.

Take and organize appropriate photos and videos for promotional purposes.

Maintain a consistent and professional image across all platforms.

Monitor engagement and provide basic reports on social media performance.

Google & Online Presence

Maintain and update the organization's Google Business profile and other online listings.

Monitor and respond professionally to Google reviews when authorized.

Keep organizational information, hours, events, and contact information current.

Assist with website updates and online event listings.

Maintain organized Google Drive files, documents, spreadsheets, and records.

Fundraising & Silent Auctions

Contact local businesses and community organizations to request donations and silent auction items.

Prepare and distribute donation-request letters.

Follow up with potential donors and sponsors.

Maintain detailed records of donated items, estimated values, donor contact information, and acknowledgements.

Organize, label, display, and track silent auction items.





Assist with donor recognition and thank-you correspondence.

Help identify new fundraising and sponsorship opportunities.

Event Ticket Sales & Promotion

Promote upcoming fundraising events.

Sell event tickets and follow up with prospective attendees.

Maintain accurate records of ticket sales and payments.

Assist with online registration and ticketing platforms.

Track event attendance and guest information.

Support event setup, registration, fundraising activities, and other event-day responsibilities.

Bookkeeping & Financial Administration

Record income and expenses accurately.

Organize receipts, invoices, donations, deposits, and supporting documentation.

Maintain bookkeeping spreadsheets or accounting software.

Track fundraising revenue and event-related expenses.

Assist with bank and transaction reconciliations.

Prepare organized financial information for the organization's accountant and management.

Maintain appropriate confidentiality regarding financial and donor information.

This position supports bookkeeping and record-keeping functions and does not replace the organization's professional accountant or the financial oversight responsibilities of the Board.

General Administration

Monitor and respond to emails and general inquiries.

Prepare letters, spreadsheets, reports, forms, and other documents.

Maintain organized electronic and physical records.

Maintain donor, sponsor, volunteer, and community contact lists.

Assist with scheduling meetings and events.

Take meeting notes or minutes when requested.

Assist management and the Board with administrative projects.

Maintain confidentiality regarding organizational,



donor, volunteer, and family information.

Qualifications & Skills

The ideal candidate will have strong organizational and communication skills and be comfortable working independently. Experience with social media, Google Workspace, Microsoft Office, Canva, bookkeeping software, spreadsheets, fundraising, event planning, or nonprofit administration is an asset.

The candidate should demonstrate:

Strong written and verbal communication skills

Excellent organization and attention to detail

Skilled telephone and email communication

Confidence contacting businesses and potential donors

Basic bookkeeping and financial record-keeping skills

Social media and digital marketing abilities

Ability to manage several responsibilities and deadlines

Initiative and ability to work independently

Professionalism, reliability, honesty, and discretion

Commitment to Our mission and the families and children it serves

Expectations

The Administrative, Fundraising & Marketing Assistant is expected to represent Our companies professionally and respectfully in all interactions with donors, businesses, families, volunteers, community partners, and members of the public.

All donations, ticket sales, fundraising proceeds, receipts, expenses, and financial transactions must be accurately documented and handled according to Our financial procedures. The employee must protect confidential organizational information and immediately report any financial discrepancies or concerns to management.

Purpose of the Position

The purpose of this position is to strengthen Our administrative capacity, increase community awareness, support fundraising efforts, maintain accurate organizational records, and assist the organization in obtaining the resources necessary to provide programs and services to children and families experiencing financial hardship.

Pay: $18.25-$21.00 per hour

Benefits:

- Dental care
- Extended health care

Work Location: In person

📌 Administrative, Fundraising & Marketing Assistant (Canada)
🏢 Meraki Outreach
📍 Canada