Partnerships and Office Administrator

The Partnerships and Office Administrator will support the daily operations of our virtual and physical office environment and provide day-to-day administrative and data entry support for the Partnerships Team, including assisting with donation fulfillment, donation tracking and receipts, the maintenance of funder reporting calendars and spreadsheets, and other development-focused tasks as needed. In addition, the incumbent will ensure that we have the tools, systems, and administrative support to drive productivity and growth on a day-to-day basis. This includes administrative tasks such as attending to office needs, managing subscriptions and vendor relationships, handling office equipment, and performing critical administrative and compliance-related tasks to support the Leadership team. The ideal candidate is a flexible problem solver with excellent communications skills and a detail-oriented mindset. Someone who is tech-savvy (hardware and software) will be essential in helping us provide office support in a hybrid office environment as we embark on this exciting time for organizational growth. The ability to multitask and deftly handle the unexpected will be critical to the position. 

Partnerships

• Support ongoing partnerships activities and pipeline, including updating and maintaining grants operations, systems, processes, and technology
• Coordinate grant and donation fulfillment, including managing donation receipts, maintaining up-to-date records in Salesforce, and managing Partnership spreadsheets and summaries
• Manage the partnerships reporting calendar and assist the team in the development of donor reports, requests, and stewardship as needed
• Assist in grant/proposal research, writing, and logistics, including crafting background summaries for potential funders, formatting proposals, and compiling attachments and other documents in coordination with the Partnerships Team
• Organize and attend Partnerships Team meetings, including taking minutes
• Support the Partnerships Team with research on existing and potential donors, foundations, and government partnership opportunities
• Support the Executive Team in administrative and coordination tasks, including creation and editing of documents and presentations, and arranging meetings and events as necessary

Administrative

• Manage staff files for the small North American team and provide administrative support for onboarding new staff and/or separating with exiting staff
• Manage and maintain the administration of the range of IT systems that Raising The Village uses, including but not limited to G-Suite tools, CMS, CRM, Productivity Tools, and all other 3rd party applications
• Manage designated group email accounts and redirect queries to relevant team members and respond to general queries as needed
• Manage all online subscriptions for paid 3rd party platforms 
• Manage relationships for any vendors for office needs as required including arranging and delivering office supplies (in a virtual or hybrid setting)
• Provide coordination, project management, and administrative support for the Senior Leadership Team based in North America including CEO, Chief of Staff, Director of Finance, and Director of Partnerships
• Liaise between staff and company’s group health insurance provider, RRSP and other service providers for employee setup, benefit, and other changes
• Take responsibility for onboarding of new staff members into payroll, health insurance, RRSP and providing initial orientation as needed
• Support finance in payments that require manual intervention through visiting banks and/or signatories
• Check company’s mailbox for our Toronto office   
• Take responsibility for annual renewals for Director’s liability insurance through liaising with the service providers
• Support the development of policies, processes, and protocols for the North American team, ensure compliance, and provide ongoing support as required
• Manage the organization’s compliance and accreditation needs particularly for our organization in the US and provide additional support to the team in the annual filing with Corporations Canada, as well as annual filing with Uganda NGO Bureau 
• Support in preparing board minutes and resolutions required for changes in bank accounts, changes in mandate and/or opening of new bank accounts for the organization
• Provide administrative support as required for Board Governance
• Perform any other task as assigned

• 3+ years relevant experience with transferable skills
• Proficiency in the administration and maintenance of a variety of digital tools and IT systems, with demonstrated aptitude to learn new software and systems
• Proven administrative experience in a virtual or hybrid setting. Partnerships administrative experience in a non-profit setting will be considered an asset.
• Superb written and verbal communication skills
• Strong time management skills and multitasking ability
• Demonstrated ability to prioritize and exercise strong judgment in a fast-paced environment
• Solid interpersonal skills
• Experience managing projects, budgets and expenses
• Experience developing internal processes and digital filing systems
• Comfort handling confidential information
• Ability to adapt to changing situations in a calm and professional manner