Administrative Assistant, Jewish Foundation

The Jewish Foundation is seeking to hire an Administrative Assistant to provide a variety of project management and administrative support services to the VP Philanthropy & Head of the Jewish Foundation as well as the VP, Finance & Operations for the Jewish Foundation.

Responsibilities include, but are not limited to:

  • Coordinate project/program/committee agendas within the Jewish Foundation team and follow up as needed internally and externally with appropriate stakeholders, including but not limited to fundholders, Board of Trustee members, donors and volunteers
  • Support the VP, Philanthropy & Head of the Jewish Foundation and the VP, Finance & Operations on all projects and workflow, ensuring that projects are tracked and flagging any issues as they emerge
  • Lead the creation of processes and templates to be used by Foundation team leads when preparing for fundholder meetings
  • Responsible for drafting donor agreements and amendments to donor agreements
  • Responsible for communicating with all key Jewish Foundation stakeholders
  • Ensure accurate reporting of fund information to donors
  • Lead outreach to donors including emails, quarterly and annual mailings
  • Take minutes at meetings, preparing minutes, and following up on key action items
  • Develop and maintain simple computer databases, take calls, filing and other office administration duties
  • Contribute to the coordination of writing, editing and layout of reports and other report content
  • Manage the VP Philanthropy & Head of the Foundation’s meeting calendar


  • Completion of post-secondary school
  • Experience creating systems, general project management and administrative support a must
  • Advanced technical skills to support use of Outlook, Microsoft Office Suite
  • Excellent organizational and time management skills – ability to work independently to meet timelines and priorities
  • Strong interpersonal and client relationship skills – ability to work with a diverse group of professionals, donors and volunteers
  • Excellent written and verbal communication skills
  • Strong analytical capability with excellent attention to detail; strategic thinker
  • Enthusiasm, creativity, innovation and the ability to thrive in a fast-paced environment

Classification: Union Position, Level B. Full-time Permanent. Excellent compensation and benefits.

* All employees are required to be fully vaccinated as a condition of hire in accordance with UJA's vaccine policy.

** UJA employees are currently working from the office three (3) days per week.

Qualified applicants are invited to submit a cover letter and resume quoting REF# AA-FDN-632 no later than August 18, 2022 to:

Only those applicants invited for interview will be contacted. UJA Federation is an equal opportunity employer. Please be advised that all offers of employment are contingent upon the successful completion of professional references and background checks including Social Media Account(s) and a Police Records Check/Vulnerable Sector Screening.

Alternate Formats and Accommodation:

UJA is committed to creating an accessible and inclusive organization. We adhere to barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please notify us and we will work with you to meet your needs.