Job Information:
Job title: Administrative Assistant, Fundraising and Communications
Department: Fundraising and Communications
Reports to: Fundraising and Communications Manager
Job type: Permanent
Hours per week: 37.5 hours per week, less a 30 minute unpaid break
Location: On-site
Minimum Experience:
Compensation: $45,500 per year
Number of vacancies: 1
Existing opportunity
About Reception House
Reception House is a non-profit, community-based organization that delivers quality settlement, integration and support services to refugees and newcomers in Waterloo Region. Since 1987, Reception House has helped 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 full-time Administrative Assistant on our Fundraising and Communication (F&C) team. The Administrative Assistant, F&C provides vital support to the fundraising and outreach efforts of Reception House. This role combines administrative responsibilities with active support for digital communications and marketing, ensuring smooth operations and effective engagement with donors and stakeholders. The Administrative Assistant supports implementation by managing the database, routine outreach, assisting with maintaining social media platforms and the organization’s website, and the coordination and creation of communications and promotional materials.
What you’ll do:
- Maintain donor database (Donor Perfect) and accurately input 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/tear-down and preparation errands.
- Manage the fundraising and communications calendar and support event scheduling.
- Track expenses and assist with budget-related tasks.
- Support reporting and documentation for grants, donors and funders.
- Assist with maintaining updates to the organization’s website and social media platforms by posting approved content, ensuring consistent branding, and keeping information up to date under the guidance of the Manager.
- Support the F&C Coordinator with event photography when needed.
- Assist in preparing newsletters and email campaigns using templates and approved content.
- Ensure branding consistency across all print and digital materials.
- Liaise with internal teams to collect stories, photos, and content ideas as directed by the manager.
- Design promotional and marketing materials using Canva, including social media graphics, flyers, banners, and newsletters.
- Support fundraising campaigns and events by creating engaging digital content to increase reach, visibility, and audience engagement.
- Assist the manager with gathering information, data and client stories to be used in funding proposals and grants.
- Perform other applicable duties as needed.
What you’ll need:
- Minimum 1 year of experience in a marketing, communications, or public relations role is required, preferably in a nonprofit setting.
- Completion of an accredited post secondary degree or diploma program in social science, liberal arts, marketing, communications, or a related field is required.
- Previous use of digital tools such as Canva, Mailchimp, and social media platforms for business is required.
- Previous experience with donor perfect database is preferred.
- Interest in fundraising, donor engagement, and community-based initiatives; previous exposure to donor relations support is considered an asset.
- Experience working with databases and data entry in an administrative or nonprofit context is considered an asset.
- Very strong technology skills with proficiency in Canva, social media business platforms, Microsoft Office Suite and Google Suite.
- Ability to create and design digital copy and content using digital tools.
- Strong administrative skills, with the ability to manage tasks efficiently and accurately.
- Ability to work collaboratively with staff, volunteers, donors, and community partners.
- 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.
- Demonstrates cultural awareness, professionalism, and sensitivity when working with diverse communities, donors, and stakeholders.
- Demonstrates a positive, flexible, and proactive approach to supporting fundraising and communications initiatives.
Working conditions:
- A valid driver’s license and access to a car is required for event preparation and setup/tear down.
Travel within Waterloo Region needed to attend and prepare for off-site events and meetings.
- 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;
- Generous vacation policy
- RRSP match program
- Flexible benefits program
- Employee and Family Assistance Program (EFAP)
- Staff appreciation events
- Wellness initiatives
- Professional development opportunities
Reception House Waterloo Region welcomes and encourages applications from people with disabilities, visible minorities, Indigenous peoples, and individuals from all equity-seeking groups. We will accommodate candidates partaking in the recruitment process upon request. If you require a disability-related accommodation during this process, please contact us at hr@receptionhouse.ca.
We are committed to providing clear and equitable compensation information. The compensation posted reflects the expected pay for this role at the time of posting and may be adjusted based on experience, internal equity, and market conditions.
