Executive Assistant & Donor Relations

About Us

Stella’s Circle is a non-profit organization rooted in social justice and working together with our community to advance inclusion for its most marginalized members. We believe everyone deserves the opportunity to belong. For the adults we serve, barriers such as homelessness, mental health challenges, addiction, poverty, trauma, unemployment, low literacy, and involvement in the justice system can make that difficult. These challenges rarely occur in isolation, and one often makes another harder to navigate. Because life’s challenges are connected, our supports are too.

The Position

The Executive Assistant provides confidential administrative support to the LEO, the Stella’s Circle Board of Directors, it’s sub-committees and the Stella Burry Foundation. The incumbent also plays a key role in Fund Development, particularly in the areas of direct mail, donor database management and proposal writing. This position provides executive level support requiring long range planning skills and the ability to coordinate the completion of multiple projects and tasks within established time frames.

What You’ll Do

• Schedules all meetings of the Board of Directors and Foundation Board and all associated committees. Prepares agendas and serves as Recording Secretary.

• Leads the recruitment process for new board members, including receiving and reviewing applications for recommendations to selection committee and scheduling interviews.

• Provides expertise in governance, policies and practices at the board level.

• Completes Corporate Return and files with the Registry of Companies for both Boards.

• Completes annual corporate Return and files with the Canada Revenue Agency

• Complete annual returns for the NL Liquor Corporation, required for establishment liquor license(s)

• Maintains the By-laws for both boards.

• Develops and maintains Board orientation binders.

• Develops and maintains donor database.

• Responds to donor inquiries and requests.

• Prepares and distributes tax receipts.

• Leads development of Christmas direct mail.

• Coordinates administrative functions across the organization. Convenes and liaises with administrative professionals. Aligns administrative work in consultation with the Director of Operations.

• Edits and proofreads correspondence, proposals, letters and brochures for accuracy and grammar.

• Plays a key role in special event planning, including Giving Tuesday, Run For Women, and other organizational events.

• Prepares correspondence for LEO and Board Chair signature.

• Schedules all director and manager meetings and coordinates schedules among the management group. Acts as secretary at manager meetings.

• Oversees LEO calendar and acts as point of contact between LEO and external partners, including government funders.

• Maintains the official Policy Register and coordinates the policy review process at the Governance Board level, in collaboration with the People & Culture division. ensuring timely submissions, accurate recordkeeping, and alignment with board approval protocols.

• Independently responds to general inquiries regarding the services and programs offered by the organization.

• Other duties as required.

What You’ll Bring

• A post-secondary diploma or degree in business administration or related field is required.

• Excellent governance knowledge.

• Experience with large capital projects or related work.

• 5-7 years’ related experience.

• Highly skilled in Microsoft Office Suite.

• Experience with donor databases such as Ensemble.

• Strong organizational skills with the ability to multi-task and to prioritize work.

• Attention to detail and problem-solving skills.

• Excellent written and verbal communication skills.

• Ability to work under deadlines with frequent interruptions.

• Must be able to operate independently at a high level, exercising good judgement and excellent organizational ability.

• Experience and knowledge of fundraising and development, including knowledge of CRA guidelines.

• Criminal Record Check with Vulnerable Sector Check.

• Reliability Status from Public Services and Procurement Canada.

• Awareness of and sensitivity to barriers and challenges faced by participants and the impact of long term economic and social marginalization.

The Details

This is a full-time maternity leave replacement position. The hourly rate for this position $31.72 - $34.31. Stella's Circle offers health and dental, long term disability insurance, life insurance, matching RRSP plan, birthday leave, sick leave, personal leave and three weeks' vacation. Normal hours of work are Monday - Friday, 8:30am - 4:30pm with an hour for lunch. The positions does require some flexibility for events outside of typical hours, including weekends and evenings.

Please send cover letter and resume by October 23rd, 2026.