We are Hiring: Office Assistant

NOTE: This position is funded by the Government of Canada through the Canada Summer Jobs program. It is for 280 hours between date of hire and December 31, 2021. You must be aged between 15 and 30 and be legally entitled to work in Canada to apply.

This position with the Community Foundation for Kingston & Area will give the successful candidate solid exposure into the operations of a small local charitable organization. They will gain experience by working directly with members of the team and volunteers on a variety of administrative tasks and projects, primarily focused on supporting administrative operations, but also supporting Foundation activities relating to communications, granting, and fundraising and other special projects as assigned (based on the organization’s priorities and the candidate’s skills).

Position Duties & Responsibilities:

• Answering the phone
• Opening and directing or processing office mail and emails
• Preparing donations for gift processing by the bookkeeper
• Preparing mailings (letters, donation receipts, newsletters)
• Filing
• Data entry: verifying and updating data in the Foundation’s database (donors, volunteers)
• Supporting the Foundation’s many volunteer committees (e.g., preparing and formatting agendas, sending meeting invitations, filing minutes)
• Assisting marketing & communication activities as requested, such proofing and formatting documents, testing links in on-line newsletters, sourcing images (photos or graphic design)
• Assisting with the coordination of meetings and events (currently all on-line) including preparing invitations, managing registrations and tracking responses
• Conducting research into topics as requested
• Keeping office tidy and ensuring supplies are stocked
• Providing general administrative support to assist the Executive Director and staff team with tasks/projects as needed

Qualifications:

• Interested in working with non-profit organizations
• Quick learner
• Highly organized, detail-oriented
• Strong computer skills: Microsoft (Word, Excel, PowerPoint), experience with data bases an asset.
• Strong communication skills
• Work well independently
• Good problem-solving skills
• Take directions well
• Trustworthy. Confidentiality is a MUST

The following, while not required, would be an asset.

• Graphic design (in programs such as Photoshop, InDesign, video editing software)
• Knowledge of/experience working or volunteering with non-profits.

This position has been made possible by funding from Canada Summer Jobs therefore youth applying must meet all the criteria below:

To be eligible, youth must:

• be between 15 and 30 years of age at the start of the employment*;
• be a Canadian citizen, permanent resident, or person to whom refugee protection has been conferred under the Immigration and Refugee Protection Act for the duration of the employment**; and,
• have a valid Social Insurance Number at the start of employment and be legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations.

Location: The job will primarily be at the office, but candidate should have the ability to work remotely if required due to local or provincial COVID restrictions.

Hours of Work: Exact working hours will be explored with successful candidate, between the hours of 8:30 am – 4:30 pm, Monday – Friday. The position could be full-time or part time (2-3 days a week) based on the Foundation’s needs and the successful candidate’s preferences. Our grant from the Canada Summer Jobs Program covers a total of 280 hours between the employment start date to the end of December 2021. There is the possibility of the contract being extended.

*The youth must be 15 years of age at the beginning of the employment period. The youth may be more than 30 years of age at the end of the employment period as long as the youth was 30 at the beginning of the employment period.

**International students are not eligible participants. International students include anyone who is temporarily in Canada for studies and who is not a Canadian citizen, permanent resident, or person who has been granted refugee status in Canada. Youth awaiting a refugee status ruling, as well as those who hold a temporary visitor visa, youth visa or work visa are ineligible. As the objective of the Canada Summer Jobs program is to support youth entering the Canadian labour market, the temporary nature of an international student’s time in Canada does not allow for a long-term connection to the labour market.

The Community Foundation for Kingston & Area is committed to fostering a positive, inclusive, and equitable workforce reflecting the community we serve, and we encourage members of the designated groups and from all diverse backgrounds to apply and self-identify. Please inform us of any accommodations we can to make. Contact us at 613.546.9696 or cfkajobs@gmail.com

How to Apply: Interested applicants should submit their resume and a cover letter to cfkajobs@gmail.com no later than Thursday August 26, 2021.