Association: Halton Down Syndrome Association

Position Title: Administrative Assistant

Status: Mostly Remote Part-Time one year contract, with potential for Full-Time

Reports To: Charity Administrator

Hours of Work: 20 hours per week, with some evening and occasional weekend hours required

Start Date: October 2026 if possible but flexible

The Administrative Assistant provides part time administrative, financial, program and donor support to the Charity Administrator. A key purpose of this role is to build sufficient familiarity with HDSA’s core operating processes to provide continuity of support and act as a practical back-up for the Charity Administrator during vacation, PTO or other absences.

General Administration

- Maintain HDSA Virtual Office and complete general office tasks, including but not limited to, providing primary reception for HDSA, greeting and welcoming members and public, answering incoming calls and managing all general email inquiries
- Provide assistance with general office tasks, including but not limited to, filing, scanning, uploading, file management (digital/printed), pick up and process
- mail/deliveries, office supplies as needed, etc.
- Providing administrative support to the Board of Directors, Peer Group Coordinators, and Association Members (including the maintenance of the Member Database)
- Handling logistical preparations for meetings, including recording of monthly meeting minutes, issuing of minutes and setting meeting agendas
- Manage and oversee IT equipment and applicable software, and act as IT liaison, when required.
- Develop and maintain clear working of core administrative processes in order to pay temporary coverage for the Charity Administrator during vacation, PTO or other planned absences.

CRM Management & Data Collection
- Support the Charity Administrator with data entry and government reporting, including entering donations and maintaining accurate donor records within the CRM.
- Collect feedback and statistics tracking from all HDSA programs and families




- Keep CRM up to date with all information as it relates to HDSA family programs and supports
- Troubleshoot and assist all users of the CRM, creating processes and training materials as needed

Financial and Donor Administration
- Support the Charity Administrator, Treasurer and Bookkeeper with day-to-day financial administration, including donation processing, receipt and invoice tracking, cheque and cash deposit preparation, and maintaining accurate financial records.
- Assist with issuing and organizing digital tax receipts, scanning and filing receipts, and maintaining supporting documentation for financial tracking and audit purposes.
- Maintain accurate donor records in the CRM and support donor stewardship activities, including acknowledgements, thank-you communications, follow-ups and reporting.
- Support annual donation growth by assisting with donor communications, fundraising administration, campaign tracking and identification of opportunities to strengthen donor engagement.
- Develop a working understanding of HDSA’s financial and donor administration processes to help provide coverage when the Charity Administrator is away.

Events and Marketing
- Support the Charity Administrator with event administration before, during and after events, including registrations, volunteer coordination, logistics, follow-up and thank you communications.
- Overseeing of photo organization (e.g., SmugMug) for all event pictures and videos
- Supporting HDSA social media (monitoring messages, comments, etc. and posting to Website, Twitter, etc.)

Personnel
- Support with overseeing and training program volunteers
- Manage co-op program students




- Other duties as assigned

Qualifications (an Ideal candidate)
- The ideal candidate is looking to work with HDSA for several years and is interested in growing into a broader role that supports the Charity Administrator across core administrative, financial, donor and program functions. They should be comfortable learning HDSA’s day-to-day operating processes in enough detail to provide reliable coverage during the Charity Administrator’s vacation, PTO or other absences, while also helping to strengthen peer programs, community partnerships and annual giving activity.
- Diploma in Community Services (Social Services Worker, Community Worker, etc.) or Business Administration
- 2+ years office experience, including data entry
- Comfort with basic financial administration, donation processing, record keeping, spreadsheets and working with financial information accurately and confidentially
- Strong attention to detail and willingness to cross-train on administrative, CRM, donor and finance processes to provide back-up coverage when needed
- Proficiency of Google Workspace, including Google Docs, Sheets, Drive, and Gmail” and Canva
- G License and access to a vehicle (asset)
- Experience working with families/individuals with disabilities

How to Apply:
- Please fill out the Google form below and answer all of the questions honestly and sincerely without using AI. https://forms.gle/T9ugd6nufupVgcQj8
- In the form above please provide one link to your resume and cover letter combined into a single document (PDF preferred), using Google Drive, Canva, OneDrive, Dropbox, or another document-sharing platform, with viewing permissions enabled.
- Successful candidates will be contacted only
- Interviews will be conducted via Zoom

Thank you so much for your interest in this role! The Halton Down Syndrome Association

Pay: $24.00 per hour

Expected hours: 20.0 per week

Work Location: Hybrid remote in Burlington, ON (Halton District)

📌 Administrative Assistant (Burlington)
🏢 Halton Down Syndrome Association
📍 Burlington