Administrative Assistant
Reporting to the Executive Director, the Administrative and Event Assistant provides support to the management team and performs daily administrative duties to ensure the efficient operation of the office while assisting with fundraising, events and support services initiatives.
About Alzheimer Groupe (AGI) Inc
Located in Montreal, Quebec, Alzheimer Groupe Inc (AGI) is a charitable organization that offers therapeutic programs to individuals living with Alzheimer’s disease and other dementias. Additionally, AGI provides support services to families and professional care partners, focusing on best practices in dementia care while sensitizing the community at large through education and awareness. Learn more here: https://youtu.be/Q0FJHv7dbPw
Job Type
- In-Office, Permanent Part-time – 28 -30 hours/week
- Workdays to be determined; regular business hours are Monday to Thursday,
- 9:00 AM to 5:00 PM; Friday 9:00 AM to 4:00 PM
- Occasional evenings and weekends as required by events and programming
Duties and Responsibilities
- Essential duties, such as answering and routing phone calls, accepting donations, processing payments, responding to emails, correspondence, general assistance to visitors and clients
- Oversee tribute cards, completing card requests
- Create, edit, and format materials, correspondence and content related to events including but not limited to letters, donor packages etc.,
- Create and maintain lists and reports containing data related to event logistics, including the management of donation tracking for events
- Responsible for Client invoicing via the Cliniko database.
- Responsible for inputting and extracting information into/from the donor and database, Donor Perfect:
- Maintain donor/client information as a new entry or by reviewing, correcting, deleting, or re-entering data of existing accounts
- Regularly check and resolve duplicate donor accounts
- Provide reports and mailing lists as needed by the management team
- Assist the Bookkeeper with data entry of donations
- Maintain donor/client confidence and protects operations by ensuring information remains secure and confidential
- Manage relationships with vendors and service providers as Organization’s point person for maintenance, mailing, shipping, supplies, equipment needs, and insurance, including IT and telephone communication
- Configure and maintain, with help from services vendors as needed, computer and telephone systems, printers, the photocopier, the postage machine and other equipment
- Maintain the filing system, including hard and electronic files, ensuring they are current and organized
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- Ensure a professional appearance in all areas of the office
- Remain current with donor management knowledge and charitable standards through webinars and workshops as required
- Other duties as assigned
Essential Qualifications
- Experience of at least two years in a similar position.
- Excellent verbal and written communication skills in French and English.
- Comprehensive knowledge of Microsoft Office suite software and web-based applications.
- Experience with DonorPerfect donor management software is an asset.
- Meticulous documentation and impeccable organizational skills.
- Experience with fundraising and events is an asset.
- Knowledge of the charitable sector is an asset.
- Excellent interpersonal skills and customer service oriented.
- Integrity, discretion and ability to ensure confidentiality.
- Facility to work on multiple projects at the same time.
- Ability to adapt quickly to changing situations or priorities.
- Capacity to work independently and effectively with minimal supervision.
- A high level of energy, enthusiasm, determination and initiative.
Note: The English language is required for this position as the employee will interact and communicate with clients from the English-speaking minority of Quebec as a part of the organization’s mission, as well as colleagues, professionals and community partners in the social services network working in conjunction with the Ministère de la Santé et des Services sociaux.
Remuneration and Benefits
Following a successful 3-month probationary period:
Experience of at least two years in a similar position.
- 4% vacation indemnity (2 weeks)
- Paid leave during the December holidays (the Executive Director determines dates)
- 2 sick days, 2 personal days, 2 family obligation days per year
- Group Benefits Package that includes Health and Dental, AD&D, life insurance, dependent life insurance, long-term disability, critical illness and access to an Employee Assistance Program (EAP).
- Voluntary Retirement Savings Plan (VRSP)