Donor Services & Administration Lead

About the Role
The CKNW Kids’ Fund is seeking an organized, adaptable, and collaborative professional to support the day-to-day operations of the organization. Reporting directly to the Executive Director, the Donor Services and Administrative Lead oversees donor services, financial administration, data processing, internal coordination, communications support, and operational planning across fundraising initiatives and organizational activities.

This role is ideal for someone who enjoys balancing detail-oriented financial responsibilities with broader organizational leadership, project coordination, stakeholder communication, and event administration in a fast-paced nonprofit environment.

Primary Areas of Responsibility
Financial Administration

Lead the day-to-day financial administration functions of the organization, ensuring accuracy, efficiency, and compliance across all processes

Manage full‑cycle accounts payable activities including invoice verification, coding, reconciliation, payment processing, and financial record maintenance

Administer donation processing procedures, banking deposits, and financial tracking related to fundraising initiatives and campaigns

Coordinate charitable tax receipt processing, donor acknowledgements, and donation reconciliation activities in accordance with CRA guidelines

Assist with year‑end financial preparation, reporting requirements, audit support, and internal financial documentation

Monitor outstanding pledges, donor payment issues, declined transactions, and other discrepancies while maintaining excellent donor service standards

Support ongoing improvements to administrative and financial workflows to increase operational efficiency and consistency

Donor Services & Database Management

Maintain and oversee donor, grant, sponsorship, and campaign databases to ensure records remain current, accurate, and confidential

Prepare detailed reporting, donor summaries, and data exports to support fundraising campaigns, annual appeals, and organizational planning

Assist with donor stewardship activities, acknowledgement tracking, and relationship management administration

Support the organization and preparation of campaign lists, pledge tracking, and fundraising analytics

Ensure data integrity and assist with identifying opportunities for improved record management and reporting practices

Organizational Operations & Administrative Support

Coordinate daily office operations including supply management, vendor communication, scheduling support, and administrative logistics

Assist with the preparation of board meeting materials, agendas, reports, minutes, and supporting documentation

Provide administrative coordination and operational assistance to the Executive Director and fundraising leadership team

Support internal project coordination and help manage timelines for organizational initiatives and campaigns

Oversee procurement and coordination of promotional items, printed materials, and event collateral

Contribute to maintaining organized filing systems, documentation standards, and administrative procedures across the organization

Fundraising Campaigns & Event Coordination

Support the planning, coordination, and execution of fundraising campaigns and signature community events throughout the year

Provide operational and logistical support for initiatives including Pledge Day, Pink Shirt Day, Picnic at Playland, the Golf Tournament, and other fundraising activities

Coordinate event administration including registrations, materials preparation, donation processing, sponsorship tracking, and reporting

Assist with event timelines, vendor coordination, volunteer support, and on‑site logistics as required

Work collaboratively with internal teams and external partners to help ensure successful event execution and donor engagement

Participate in event‑day activities and provide hands‑on support during campaigns and special events

Communications & Community Engagement Support

Assist with developing written content for newsletters, fundraising campaigns, website updates, impact stories, and donor communications

Coordinate and schedule content across social media platforms including Facebook,…