Reception & Administrative Support

The Organization 

ECF is committed to building a vibrant city and enriching the lives of all Edmontonians. We do this by providing an average of over $35 million in grants and student awards each year, thanks to the generous support of thousands of donors. As the largest non-governmental funder of the charitable sector in our City, ECF is in a unique position to address long-term, complex community needs by working with donors, charities, volunteers, government and community partners.

The Opportunity

The Reception & Administrative Support position is a key role within our organization, responsible for managing front desk operations and providing essential administrative assistance to various departments. This position serves as the first point of contact for visitors, donors and grantees, ensuring a positive, professional and customer focused experience.

Key Roles & Responsibilities:

• Reception:
  • Act as the primary point of contact for inquiries (in-person, email, telephone), providing assistance and information in a friendly and professional manner.
  • Warmly greet visitors as they arrive at the office; notify the person they are meeting of their arrival and/or direct them to the appropriate meeting room.
  • Answer incoming calls promptly and courteously, transferring calls to the appropriate individuals or taking messages as needed.
  • Manage incoming and outgoing mail, packages, and deliveries, distributing them to the relevant recipients.

• Office Administration:
  • Performing opening and closing office procedures.
  • Support office operations by ordering and maintaining inventory of office supplies.
  • Liaise with our property manager to obtain services for general house/equipment repair, maintenance & cleaning.
  • Manage the corporate telephone system such as changing voicemail notifications, adding/changing staff extensions, troubleshooting and arranging for repair/service as needed.
  • Manage printer/photocopier maintenance and repair/service.
  • Administer parking enforcement program.
  • Assist with preparing/clean-up of meeting rooms.
  • Collaborate with other staff to develop/maintain various ECF document templates and streamline administrative processes.

• Administrative Support:
  • Assist with processing of invoices including entering/managing vendor profiles and invoices/expense reports; reviewing invoices for accuracy and distributing for appropriate approval.
  • Assist with processing/receipting of donations.
  • Recording and distributing minutes for assigned committees.
  • Provide administrative assistance to various departments, including data entry, filing, copying, scanning, and organizing documents, as needed.
  • Assist in the preparation of correspondence, reports, presentations, and other materials.
  • Schedule appointments, meetings, and conference rooms, coordinating logistics and sending reminders.
  • Making arrangements for catering as needed.

The Ideal Candidate

As the ideal candidate, you will possess the following qualifications:

• A related diploma in office administration, business or a related field combined with a minimum of 1-3 years directly related administrative support experience in a multi-person office; equivalent combinations of related education and work experience will be considered.
• High degree of service orientation combined with the ability to communicate and interact professionally with a diverse range of people.
• Excellent skill and proficiency with desktop applications (e.g. Outlook, Word Excel, Sharepoint).
• Experience utilizing and/or administering customer relationship management (CRM) applications and databases (eg. Salesforce, Sage Intacct).
• Strong ability to multitask, prioritize, and complete your work in an efficient and timely manner.

Additional requirements include:

• Strong interpersonal skills with a friendly, welcoming and professional demeanor.
• Exceptional verbal and written communication skills.
• Superior organizational skills with ability to prioritize and manage multiple tasks.
• High degree of initiative and ability to work collaboratively as part of a team and independently with little supervision.
• Ability to maintain a positive and proactive approach while adapting to new challenges and technologies.
• Working knowledge of file and record management processes.
• Excellent keyboarding skills with high degree of accuracy.
• Demonstrated ability to professionally and accurately create reports, correspondence and other documents.
• Experience in a non-profit or charitable environment is an asset.

If you have all these qualities and are excited about the opportunity to be part of an organization that truly makes a difference, we would like to hear from you.

What we Offer

We value diversity, equity, and inclusion and welcome candidates of all backgrounds to apply. We also offer a competitive salary and benefits package, professional development opportunities and a supportive work environment including:

•  Salary Range: $43,000-$56,000/year.
•  A 35-hour standard work week.
• Downtown work location with free parking available.
• Extended Health, Dental and Short/Long Term Disability Benefits, Life Insurance and a Health Spending Account.
• A 9% contribution to our group RRSP.
• Vacation starts at three weeks per year.
• 12 combined personal and sick days.

How to Apply

We’re excited to partner with Involvi Human Resources! This Edmonton-based firm is assisting us in our search for top talent. To apply, send your cover letter and resume to Recruitment@involvi.ca.

This position will remain open until a suitable candidate is found. We are eager to fill this role and our review of applications will begin June 23, 2025. Apply now to get the jump on a new career!