Position Summary:
The Administrative and Governance Assistant plays a key role in the day-to-day operations of the Foundation, providing comprehensive support to the team, across office administration, and fundraising program delivery. This role also oversees all board and committee coordination, including scheduling, planning and distributing meeting and governance materials. This position is essential in fostering strong internal systems and external relationships with donors, volunteers, hospital staff, and community partners, ensuring a smooth and professional experience aligned with the Foundation’s mission and values.
This role requires exceptional organizational skills, time management, attention to detail, and the ability to manage multiple priorities in a dynamic environment. The Assistant supports a range of initiatives - from administrative logistics to board governance - contributing to the Foundation’s operational and strategic success.
Key Roles and Responsibilities
Administration and Team Support:
· Donor Facing Representative: Provide a welcoming and organized space with which to greet our donors. You are the front-facing staff who will be handling all general donor inquiries, in-person, by phone and email. This includes those making donations and purchasing CP Catch the Ace lottery tickets. Strong communications skills are essential.
· Financial/Admin Support: Assist with donation processing, issuing receipts and thank-you letters within 24 hours, preparing deposits, and supporting accurate data entry in the CRM.
· Donor Acknowledgement: Collaborate with the Gratitude and Impact Officer to send timely, personalized thank-you letters that highlight donor impact.
· Impact and Gratitude Communications: Help coordinate printing and mailing of impact reports and assist in donor recognition initiatives.
· Team Assistance: Schedule and coordinate all team meetings, including agenda preparation and distribution. Attend all meetings as a participant and minute-taker, capturing action items and distributing follow-up materials in a timely manner.
· Project Support: Contribute to special projects and strategic planning as required and assigned.
· Cross-Team Coordination: Support Foundation-led initiatives including attending events, third-party fundraisers, and community engagement activities.
Office Administration:
· Daily Operations: Ensure smooth office functioning, including answering and forwarding calls, responding to voicemails, handling incoming/outgoing mail, maintaining office supplies, photocopying, and basic tech troubleshooting.
· Inbox Management: Monitor and respond to the Foundation’s general email inbox daily, forwarding inquiries to appropriate team members.
· Internal Communications: Maintain the Foundation calendar, circulate team meeting invites and minutes, coordinate staff travel/conference bookings, and support internal communication initiatives. This also includes updating internal communications related to the Foundation throughout the hospital and acting as the key administrative support to the Board of Directors.
· Inventory and Organization: Maintain an organized office and inventory of supplies; proactively order items as needed. Ensure a tidy and welcoming environment.
· Team Coverage: Provide support and continuity during team absences.
· Donor Communications: Assist with administrative support for donor updates, quarterly newsletters, and event invitations, in collaboration with the Manager of Engagement and Communications.
· Cheque Presentations: Coordinate logistics and communications for major donor and community cheque presentations, including scheduling and RSVPs.
· Database Support: Help maintain accurate donor records within the CRM in partnership with the Gratitude and Impact Officer.
· Event Support: Assist with event logistics and hospital tours, including RSVP tracking and donor follow-up.
Governance, Board and Committee Support:
· Logistics Coordination: Schedule and coordinate all Board and Committee meetings, including room bookings, catering, technology setup, along with material preparation and distribution on the board portal.
· Agenda and Document Preparation: Collaborate with the Executive Director, team, and committee chairs to draft agendas. Compile and distribute completed meeting packages on the board portal with all required materials to members in advance.
· Minute-Taking: Attend all Board and Committee meetings to record minutes, capture action items, and distribute follow-up materials in a timely manner.
· Calendar and RSVP Management: Manage schedules and meeting invites using Outlook and the board portal. Coordinate with internal and external stakeholders as needed.
· Documentation and Records: Maintain clear records of decisions and follow-ups, aligned with committee terms of reference, work plans, policy and governance objectives.
· Annual General Meeting (AGM) and Annual Report: Lead coordination of the AGM, including venue booking, logistics, catering, communications, and the development of the Foundation’s Annual Report.
Other Duties:
· Onboarding and Training: Support orientation of new board and committee members, staff &/or volunteers, including office procedures and CRM use.
· Event Representation: Represent the Foundation at community events and special gatherings as needed.
· Other Duties as may be required from time to time.
Qualifications:
· Excellent written and verbal communication skills, with a focus on donor relations and engagement.
· College diploma or relevant work experience in business administration, charitable/non-profit management, customer service or a related field preferred.
· Proven experience in office administration, preferably within a charitable/non-profit or healthcare setting.
· Strong time management and organizational skills with the ability to manage multiple tasks, groups and priorities effectively.
· Proficient in Microsoft Office (Outlook, Word, Excel) and donor management software.
· Attention to detail and a commitment to maintaining confidentiality.
· Ability to work both independently and collaboratively within a busy team environment.
Working Conditions:
· This position is primarily office-based with occasional evening and weekend meetings &/or events.
· Full-time, 37.5hrs bi-weekly.
· Some physical tasks may be required, such as lifting supplies and setting up meeting spaces.
· Vehicle is necessary.
Job Type: Full-time
Pay: $50,000.00-$55,000.00 per year
Work Location: In person
