Administrative & Stewardship Coordinator

OUR PURPOSE

• We inspire giving that transforms the quality of life for the people we love today and in the future.

OUR VISION

• Seniors and Veterans are living life to the fullest because philanthropy has fueled Perley Health's care, research, innovation and growth.

OUR MISSION

• Through storytelling and relationship building, we empower an engaged donor community to transform the quality of life of Seniors and Veterans.

OUR VALUES

• Excellence | Authenticity | Engagement | Impact | Joy

Perley Health is a unique and innovative community that empowers Seniors and Veterans to live life to the fullest. Home to more than 600 Seniors and Veterans in long-term care and in independent apartments, Perley Health provides a growing number of clinical, therapeutic and recreational services to residents, tenants and people from across the region.

One of the largest and most progressive long-term care homes in Ontario, Perley Health is also a centre for research, education, and clinical innovation. Our Centre of Excellence in Frailty-Informed Care conducts and shares the practical research needed to improve care. Future caregivers come here to study and to acquire hands-on skills and experience.

Perley Health's values are brought to life each day by our over 800 employees. And more than 400 regular volunteers connect us closely with the community. Together, we improve the well-being of Canada's aging population.

We are embarking on a multi-year growth strategy, and are seeking an experienced:

Administrative & Stewardship Coordinator

Temporary Full-Time; Feb 2, 2026 - Mar 15, 2027

Summary of Duties:

Reporting directly to the Executive Director, the Administrative and Stewardship Coordinator plays a pivotal frontline role in delivering an exceptional donor experience after every gift. This position ensures best-in-class stewardship practices that directly contribute to donor retention, engagement, and long-term revenue growth.

While stewardship activities do not generate direct revenue, they are critical to sustaining and expanding the Foundation's philanthropic impact. The Coordinator also leads logistics for Team Perley – Ottawa Race Weekend and for donor recognition events.

The Coordinator also provides direct administrative support to the Executive Director and the Board of Directors, ensuring the smooth operation of Foundation governance and communications.

This is a dynamic position within a high-performing and fast-paced team. The successful candidate will be adaptable, resourceful, and confident in making decisions in a changing environment.

Duties and Responsibilities:

Donor Stewardship

• Greet donors, residents, and families visiting the Foundation office; provide professional and welcoming service.
• Manage all donation inquiries—by phone, email, and in person—with professionalism and accuracy.
• Process donations according to approved financial controls; ensure complete and accurate records in Raiser's Edge and maintain supporting documentation.
• Prepare timely and accurate acknowledgement letters and tax receipts in compliance with CRA regulations.
• Manage monthly giving program: process debits and credit card donations; monitor renewals and pledge reminders.
• Maintain donor confidentiality in accordance with the Donor Bill of Rights.
• Troubleshoot issues with payment platforms (BBMS, ScotiaConnect, and third-party processors).
• Coordinate donor recognition installations (e.g., Tree of Life leaves).
• Support and process in-kind donations as needed.

Team Perley Ottawa Race Weekend

• Coordinate all peer-to-peer fundraising activities for Team Perley participants.
• Manage participant communications, recognition, and incentive programs.
• Support planning and execution of donor and participant receptions throughout the year.
• Provide logistical support for other Foundation special events as required.

Administrative tasks and support to the Board of Directors

• Coordinate logistics for Foundation Board and Committee meetings: scheduling, room bookings, catering, and minute preparation.
• Prepare and distribute meeting materials (agenda, minutes, reports) at least seven days in advance.
• Provide administrative support to the Executive Director (as Board Secretary) and Board/Committee Chairs.
• Maintain organized filing systems, code payables, and ensure office supplies and equipment are in good order.
• Perform other duties as required to support the Foundation's success.

Experience and Qualifications:

• Minimum of 2 years of experience in fundraising, donor relations, or executive/Board administrative support in a nonprofit organization.
• Post-secondary education in fundraising, business administration, communications, or a related field (or equivalent combination of education and experience).
• Proficiency in Raiser's Edge (or comparable donor database) required.
• Strong command of Microsoft Office Suite; comfort with online donation and email marketing platforms.
• Exceptional organizational and multitasking skills with the ability to manage competing priorities.
• Strong writing, minute-taking, and communication skills; bilingualism (English/French) considered an asset.
• Meticulous attention to detail and commitment to data accuracy.
• Self-motivated, professional, and able to work independently and collaboratively within a small team.
• Flexibility to work occasional evenings and weekends as required; valid driver's license and access to a vehicle.

What We Offer:

• Competitive salary range: $56,000 – $68,500
• Comprehensive benefits package, including Healthcare of Ontario Pension Plan (HOOPP)
• Professional development opportunities
• A culture of collaboration, impact, and joy
• The opportunity to make a transformative difference in the lives of seniors and Veterans

If you are driven by purpose, thrive in a collaborative environment, and are ready to help write the next chapter of Perley Health Foundation's success story — we would love to hear from you.

Join us in transforming the quality of life of Seniors and Veterans, one donor at a time.

We thank all candidates for applying; however only those candidates selected for an interview will be contacted. No phone calls please.

For candidates selected for consideration, Perley Health, upon request, will make reasonable accommodation for any disability-related needs with respect to the recruitment process and materials.