Communications Admin Assistant

Under the direction of the Executive Director, Communications & Advancement, this role provides administrative support for the portfolio. This includes being the first point of contact for the department, supporting the department's relationship with alumni and donors as well as preparing relevant communication and stewardship materials, and providing administrative support to the Executive Director as required. This role works in collaboration with other departments across the institution, including Marketing & Events.

General Administration
• Screens incoming information as well as departmental emails and phone calls; provides general information and identifies matters that require attention within the department, or other College-wide referrals.
• Prepares documents and facilitates operational staff hiring and onboarding as directed.
• Drafts correspondence and reports, word processing and formats documents; compiles and distributes various reports.
• Performs general office duties such as maintaining filing systems, ordering supplies, mail distribution, photocopying and faxing.
• In conjunctions with marketing and events staff and in a manner relevant to the communications and advancement portfolio, prepares website updating and content generation as needed, and advises on website event calendar in collaboration with others.
• Coordinates and arranges meetings, including arrangements for electronic equipment, refreshments, preparing/distributing agendas, recording proceedings and distributing minutes.
• Manages the calendars for the Communications Department leadership, and manages the shared department calendars.
• Verifies and tracks leave banks, sick and vacation time for the department.
• Provides relief coverage for select positions within the Department for advancement and communications events and activities.
• The incumbent may be asked to work on special projects as required.
• You will be part of a team actively engaged in contributing to and accomplishing the vision, mission, and goals of the College and in supporting the aspirations and needs of our learners and communities.
• You will promote a positive work atmosphere and communicating in a professional manner that demonstrates mutual respect with students and colleagues.

Communications Support
• Assists in various Communications tasks such as booking and producing advertising material, or ordering print or promotional material.
• Prepares advancement (alumni and fundraising) communications, and internal communications as needed.
• Compiles, organizes and distributes a news and events weekly email.
• Actions requests on behalf of the Executive Director.
• During work peak periods, may be required to assist with events, alumni, fundraising and other team-related activities.
• Responds to inquiries from staff and the general public.
• Deals effectively and diplomatically with internal and external stakeholders.
• Assists with basic graphic design as required for alumni, donor, and organizational communications materials relevant to the portfolio, and works with Marketing and Events staff to ensure such materials meet brand standards

Fundraising and Financial Administration Support
• Processes petty cash transactions and maintains petty cash system.
• Processes invoices, internal charges, credit card reconciliations, and purchase order requisitions.
• Assists in budget preparation, maintenance and review including reconciliation and capital requests.
• Processes donations and related donor stewardship documents.
• Maintains up-to-date knowledge of internal financial systems for budget enquiries.

• Recognized two (2 ) year diploma in Two-year Business Administration diploma or equivalent related experience
• 5 years or more Five years in a senior administrative support position ideally within a Communications environment

• Experience within an educational environment is an asset.
• The ability to maintain a high degree of confidentiality and meet privacy legislation requirements is essential.
• Thorough knowledge of current office software, including Microsoft Word, Excel, and database management.
• Demonstrated knowledge of management of events and design standards.
• Ability to draft complex correspondence and write reports in clear, concise business English.
• Demonstrated effective organizational and time management skills are essential.
• Must be able to work independently or as part of a group.
• Effective problem-solving skills are essential.
• Must demonstrate empathy when communicating with staff, stakeholders and students.