Position Description

Ready to make a real impact? Join our passionate team and help transform lives every day. This is more than a job —it’s your chance to be part of something meaningful and rewarding!

Location: Toronto, ON   Duration: 3 days/week (Tues, Wed, Thurs:9-4pm)

Summary: Provide administrative support to ensure efficient operation of the office. You will support the Executive Administrator and Executive Director through a variety of tasks related to organization and communication. The job scope includes communicating by phone, correspondence and e-mail ensuring that all administrative duties are completed accurately, delivered with high quality and in a timely manner.

Responsibilities:

• Data Entry, update/maintain clean database and create scopes for lists (Silent Partner)
• Collect mail from the P.O. Box, open and process correspondence, photocopy cheques, and prepare the weekly deposit
• Handle phone inquiries, manage and retrieve messages, process donations, return calls, and document details in SP notes efficiently
• Assist with the processing of online donations
• Assist with Word from Jerusalem online monthly publication by updating contacts database of recipients
• Assist with mailings – photocopying, folding, collating, sealing, labelling, stamping etc.
• Process e-thank you notes to donors using the office template
• Assemble welcome packages for new donors, including WFJ materials, the current annual report, and a CA-ISR pin. Record details of the sent items in SP notes
• Support inventory management by adding and pricing items, including supplies for ICEJ Canada’s representatives at events. Ensure the office accurately records all ICEJ inventory distributed to reps
• Set up and dismantle event displays, engage with attendees, and manage sign-up sheets
• Support ED at ICEJ guest speaker events, workshops, and various J & C meetings, including Walk for Israel, BBQs, rallies, and prayer breakfasts
• Maintain an organized and efficient workspace by filing documents, keeping the office tidy, and creating new files with labelled tabs for easy access
• Maintain ICEJ Canada stationary (i.e. letterhead, proposals) with local printing company as well as operate and maintain in-office printers (i.e. ink/toner etc.)
• Prepare ICEJ materials, including banners, displays, flags, literature, and saleable items for events and monthly Intercession for Israel (4th Sunday, except Jul/Aug/Dec). Organize petty cash, track inventory, and ensure items are priced, with preparations completed by the Thursday before
• Create and maintain common office calendar for all ICEJ staff, reps, events and appointments
• Record and maintain annual chronological records on events, co-sponsorships, e-bulletins, newsletters, ICEJ articles and ads
• Operate office camera, downloading event photos/videos to save on in-office SERVER and Media files and ensuring camera is fully charged for use
• Provide technical assistance to the ED as needed or coordinate with the IT support team for further resolution

Requirements:

• Highly self-motivated to work in a busy yet quiet home office environment
• Experience in fundraising and donor management
• Strong verbal and written communication skills, with excellent phone etiquette
• Strong time management skills with the ability to multitask and prioritize effectively
• Detail-oriented and strong problem-solving skills, organizational and planning skills
• Aptitude to learn and master our Silent Partner data base
• Strong clerical skills, including proficiency in Microsoft Office Suite
• Must have valid driver’s license

About Us 

ICEJ Canada is a Canadian registered charitable organization offering ongoing aid and development through various project initiatives to communities in Israel, as well as education in support of Israel and against Antisemitism in Canada.