Cayman Heart Foundation Administrator (Part-Time, 20 Hours per Week)

Position: Administrator
Location: Grand Pavilion, Cayman Islands
Hours: Part-Time, 20 Hours per Week
Reports to: The Board, Cayman Heart Foundation
Remuneration: $20 per hour

Job Summary:

The Cayman Heart Foundation Administrator will play a vital role in supporting the daily operations, communications, and events of the Foundation. This position is responsible for managing administrative tasks, coordinating events, and maintaining donor records to support the Foundation’s mission of heart health advocacy, awareness, and fundraising within the Cayman Islands.

Key Duties and Responsibilities:

1. Administrative Support
   • Serve as the primary point of contact for general inquiries via phone and email.
   • Manage the Foundation’s calendar, scheduling meetings and coordinating events with volunteers, staff, and board members.
   • Maintain organised files and records, ensuring easy access to important documents and reports.
   • Prepare correspondence, reports, and presentation materials as requested by the board members.
     
     
2. Compliance
   • Maintain a diary of all compliance-related matters and their due dates.
   • Create submissions, reports and returns for relevant compliance matters.
   • Update various registers and bodies to ensure the CHF always remains in compliance.
   • Produce a compliance report for each meeting highlighting upcoming requirements and activity occurring within the period.
     
     
3. Donor Relations and Record Keeping
   • Assist with managing donor databases, ensuring all contributions and donor interactions are accurately recorded and updated.
   • Prepare donor acknowledgment letters and communications, ensuring timely thank-you notes and receipts.
   • Coordinate with donors and supporters to maintain and build relationships, addressing inquiries or requests promptly.
     
     
4. Event Coordination
   • Support the planning, organisation, and execution of fundraising events, health screenings, educational workshops, and other public outreach initiatives.
   • Liaise with vendors, sponsors, and volunteers to coordinate logistics, including venue reservations, catering, and event setup.
   • Monitor event registrations, confirm attendance, and provide on-the-ground support during events as needed.
     
     
5. Social Media and Communications
   • Assist with managing the Foundation’s social media platforms, creating and scheduling posts to promote events, health tips, and Foundation news.
   • Prepare and distribute monthly e-newsletters and other communications to keep donors, members, and the public informed of Foundation activities.
   • Work closely with marketing volunteers or agencies to produce content, including graphics, newsletters, and social media posts, aligned with the Foundation’s messaging and brand.
     
     
6. Financial and Reporting Tasks
   • Maintain records of donations, grants, and expenditures, and assist in preparing monthly financial summaries for the treasurer.
   • Track and monitor inventory and purchasing for office supplies, event materials, and promotional items.
   • Assist with preparing annual reports, grant applications, and supporting documentation for board meetings.
     
     
7. Volunteer Coordination
   • Act as a point of contact for volunteers, coordinating schedules, duties, and training as needed for events or campaigns.
   • Maintain a database of volunteers, tracking participation, roles, and engagement with the Foundation.
     

Qualifications and Skills:

• Education: Associate degree or equivalent experience in administration, business, or a related field.
• Experience: Minimum of 2 years of experience in an administrative, fundraising, or non-profit support role.
• Skills:
  • Strong organisational and multitasking abilities with attention to detail.
  • Excellent written and verbal communication skills.
  • Proficient in Microsoft Office Suite, database management, and social media platforms.
  • Ability to work both independently and collaboratively in a small team environment.
  • Friendly, professional, and service-oriented with a passion for community health and non-profit work.

Working Conditions:

• Primarily office-based at the Grand Pavilion, with off-site work during events, activities or fundraising.
• Flexible work hours that include some evening or weekend hours during events, activities or fundraising.[1]

This position offers an opportunity to make a meaningful impact within a respected non-profit organisation, dedicated to advancing heart health and saving lives in the Cayman Islands.

Applications:

Please apply by completing the form below, attaching a CV and a cover letter that addresses both why you would like to work for the Cayman Heart Foundation and why you feel your qualities and skills are suited to the role. If you have any issues with the form, please send your CV and cover letter via email to re*********@ca*******************.ky

[1] Because the work involves some evening and weekend work, we wish to clarify that these are considered ‘normal hours’ and thus do not attract enhanced pay rates beyond the stated hourly rate.