Position Summary
The Executive Assistant plays a critical role in supporting the Executive Director while advancing the organization’s fundraising, donor relations, and communications efforts. This position blends high-level administrative support with strategic coordination of fundraising initiatives and public-facing communications that align with Meals on Wheels Sudbury’s mission to support seniors and vulnerable individuals in maintaining independence, dignity, and quality of life.
Key Responsibilities:
Executive Support
- Provide confidential administrative support to the Executive Director, including calendar management, meeting coordination, and correspondence
- Prepare reports, presentations, briefing notes, and board materials
- Support Board of Directors meetings, including agenda preparation, minute-taking, and follow-up actions
- Manage internal communications and ensure alignment across departments
Fundraising & Donor Relations
- Coordinate and support fundraising campaigns, grant applications, and sponsorship opportunities
- Research and identify new funding opportunities, including foundations, corporate partners, and government programs
- Maintain and update donor database; ensure accurate tracking of contributions and reporting
- Assist in donor stewardship activities, including thank-you letters, recognition, and engagement strategies
- Support planning and execution of fundraising events (e.g., raffles, community events, campaigns)
Communications & Marketing
- Develop and implement communications strategies to promote programs, services, and impact
- Create and manage content for newsletters, social media, website, and promotional materials
- Draft press releases, impact stories, and community updates
- Ensure consistent branding and messaging aligned with organizational values
- Liaise with media, community partners, and stakeholders to enhance visibility
Program & Community Engagement Support
- Assist in promoting programs such as meal delivery, senior support services, and community initiatives
- Support partnership development with local organizations, businesses, and stakeholders
- Help coordinate outreach efforts to increase awareness and participation
- Other duties as assigned.
Qualifications & Skills
- Post-secondary education in Business Administration, Communications, Nonprofit Management, or a related field
- 3–5 years of experience in an administrative, fundraising, or communications role (nonprofit experience preferred)
- Strong knowledge of fundraising principles, grant writing, and donor relations
- Excellent written and verbal communication skills
- Proficiency in Microsoft Office, CRM/database systems, and social media platforms
- Strong organizational skills with the ability to manage multiple priorities and deadlines
- High level of discretion, professionalism, and attention to detail
- Ability to work both independently and collaboratively
Key Competencies
- Strategic thinking and initiative
- Relationship-building and stakeholder engagement
- Adaptability in a fast-paced, community-focused environment
- Commitment to equity, inclusion, and serving vulnerable populations
Working Conditions
- Office-based with occasional evening/weekend work for events
- Some local travel within Greater Sudbury may be required
Pay: $37,500.00-$45,000.00 per year
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- Mileage reimbursement
- On-site parking
- Vision care
Work Location: In person
