Administrative & Program Assistant
About the Foundation
The Quebec City English-Speaking Community Foundation is dedicated to supporting, nurturing and strengthening the vitality of the English-speaking community in Québec City and the surrounding region. Through grants, bursaries and partnerships, the Foundation supports organizations that make a meaningful difference in people’s lives.
With a focus on health and social services, education, culture and heritage, and community vitality, the Foundation supports initiatives that can have a lasting impact.
Join Our Team!
We are looking for a resourceful and detail-oriented Administrative & Program Assistant to join our small, collaborative team.
Working under the leadership of the Assistant Executive Director, this position offers the opportunity to contribute to the Foundation’s mission by supporting the administration of our programs, while helping ensure the smooth running of our daily operations.
The ideal candidate enjoys a variety of responsibilities, takes pride in well-organized work and appreciates being part of a team where everyone’s contribution matters. With a combination of administrative, organizational and interpersonal skills, they will play an important role in supporting the Foundation’s activities and the people we serve.
Key Responsibilities
Administrative & Program Coordination
- Provide administrative support for the Foundation’s programs, particularly bursaries and awards, including processing applications, preparing files and communicating with applicants.
- Maintain accurate program, recipient and stakeholder information in Salesforce and other organizational systems.
- Assist with annual membership renewals, new members onboarding and related communications.
- Assist with the preparation of required year-end documentation related to bursaries and awards.
- Provide administrative support to partner organizations as needed.
Organizational & Executive Support
- Provide administrative support to the Assistant Executive Director and Executive Director and Foundation team.
- Prepare correspondence, documents, reports, presentations and other materials.
- Assist with organization of meetings and events, including the Annual General Meeting.
- Support administrative processes such as audit preparation, insurance renewals, regulatory filings and general office operations.
- Assist with website updates, newsletters and other communications, while contributing to the improvement of administrative processes and the effective use of digital tools.
Qualifications and Profile
- Postsecondary education in administration, communications, program management, or another relevant field, or an equivalent combination of education and experience.
- A minimum of 5 years of experience in administration, program coordination or a related environment.
- Excellent organizational skills and demonstrated ability to manage multiple priorities independently.
- Initiative, curiosity, proactivity and sound judgment.
- Ability to work effectively both independently and as part of a small team.
- Proficiency in both official languages, spoken and written. Proficiency in spoken and written English is required for this position because we specifically serve the English-speaking population of the Capitale-Nationale region
- Strong interpersonal skills and a service-oriented approach.
- Strong writing abilities and excellent attention to detail are crucial assets for this position.
- Comfortable learning and using new technologies and digital tools.
Additional Experience We Value
- Experience with Salesforce or another Customer Relationship Management software.
- Familiarity with the non-profit or philanthropic sector.
- Experience supporting bursary, grant, membership or other application-based programs.
- Experience developing digital content, managing websites, newsletters or other communications tools.
Working Conditions
- 28-hour workweek; occasional evening work may be required.
- Access to group insurance and pension plan after probation period (6 months).
- Hourly rate ranges from $27.00 to $35.00/hour.
How to apply
Please send your cover letter and résumé to the attention of Ms. Julie Sauvageau, Assistant Executive Director, at contact@qcescf.org by October 30. We thank all applicants in advance; however, only those selected for an interview will be contacted.