Executive assistant

• Grant Management
• Write & keep track of cheques (grants, invoices, etc.)
• Monitor and track grants, follow up with grantees and draft correspondence
• Provide initial reviews and assessments of all new grant applications and review with Executive Director to ensure an appropriate response to the request
• Site visits to funded organizations, both current and potential
• Database Management (currently Blackbaud, with a possible transition to Salesforce)
• Data entry, updating contacts, accounts, grants, payments, etc.
• Prepare and present variety of reports generated by the database
• Schedule and coordinate meetings
• Conduct follow-ups with grantees
• Coordinate and manage meetings and functions with other private foundations
• Perform administrative duties including but not limited to mail, correspondence, office supplies, scheduling of meetings
• Organize Board meetings and all other meetings and ensure logistics (e-mail invitations, printing and mailing of documents, etc.)
• Assure proper follow-ups with Directors
• Perform updates (governments, company registrar, committees, board of directors, website, etc.)
• Act as a point of contact for internal and external partners
• Manage the Foundation’s website and content
• Maintain filing systems
• Any other related tasks

• Kindness is a must
• Good sense of humour and inter-personal skills are also required
• Preference for working in person rather than remotely
• Impeccable integrity, discretion, and confidentiality
• Attention to detail
• 3-5 years’ experience in administrative support and coordination
• Excellent knowledge of both French and English, written and spoken
• Advanced knowledge of MS Office, especially Outlook, Word, Excel
• Capacity to learn database (Blackbaud and Salesforce), experience with database is a strong asset
• Basic accounting and budgeting skills
• Ability to meet deadlines and complete tasks in a timely manner
• Proactive, resourceful and team player. Ability to work as a self-sufficient member of a very small team and to be pro-active
• Experience with philanthropic foundations or other charitable organizations is an asset but not necessary

Experience with philanthropic foundations or other charitable organizations

• Permanent, full-time position
• 100% in-person work
• Great, close-knit team
• Easy access to public transit (downtown Montreal)
• 3-4 weeks of vacation per year (depending on experience)
• Competitive salary