Administration Assistant

About this position

St. Clare Inn is a transitional residence for up to 5 women who are unhoused and have experienced  mental health challenges. The reisdence provides a stable environment founded on respect, peace, safety, and dignity for each woman, they receive onsite support including lifeskills teaching, and transitional case menagment while they are seeking/ waiting for community resources to continue their healing journey.

The Administration Assistant will play a vital role in ensuring the smooth operation of St. Clare Inn. Reporting to the Executive Director the successful candidate will provide  support in various administrative tasks, including website updates, social media maintance, meeting scheduling, and grant writing and event planning  assistance.

KEY RESPONSIBILITIES

• Administrative Support: Provide general administrative assistance to the Executive Director, including scheduling meetings, recording and preparing meeting minutes, responding to inquiries, and maintaining files and records.

• Database Management: Assist with maintaining accurate donor and volunteer databases, processing donations, and generating donation receipts.

• Financial Administration: Support the tracking of donations, sponsorships, invoices, and grant applications, ensuring financial records are accurately updated and properly filed.

• Event Coordination: Assist with the planning, organizing, and execution of fundraising

events, outreach programs, and other charitable initiatives. This includes coordinating logistics, managing registrations, and liaising with sponsors, donors, volunteers, and guests.

• Communication Support: Assist with social media updates and website content related to events and initiatives. Prepare and proofread correspondence, newsletters, and promotional materials and grant research and writing assistance.

• Other Duties: Perform other duties as assigned by the Executive Director to support the overall goals and operations of the organization.

QUALIFICATIONS

- Minimum of 2 years’ experience in a busy office environment.

- Ability to prioritize and multi-task.

- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) with the ability to create, edit, and manage documents, spreadsheets, presentations, and email communications effectively.

- Proficient in QuickBooks with the ability to manage financial records, process transactions, and generate reports.

- Expertise in accurate data entry and navigating databases. Including Doner Perfect, MailChimp and Eventbrite

- Excellent interpersonal and communication skills.

- Experience in taking detailed and accurate minutes is essential.

WORKING CONDITIONS:

• Part-time, permanent position (approximately 10-20 hours per week).

• Evening or weekend work required for events or committee meetings

• Flexible, hybrid work environment

Only candidates selected for an interview will be contacted. Please submit a cover letter with resume.

St. Clare Inn thanks all applicants but will contact only qualified candidates selected for interviews. In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act, a request for accommodation will be accepted throughout the hiring process.  St. Clare Inn is committed to employment equity and encourages applicants from all equity seeking groups. If you require accommodation please reach out to info@stclareinn.org.