Administrative Assistant

Status: Full-time

Salary Grade: 2

Job Summary:

Reporting to the Chief Executive Officer and the Manager, Operations & Governance, the Administrative Assistant plays a key role in providing administrative and clerical support to the Foundation team, and the Chief Executive Officer. They are responsible for front-line reception, office operations, assistance with fundraising programs and special events, general office duties and direct administrative support to the Chief Executive Officer.

Key Responsibilities:

Administrative & Executive Support

• Provide high-level administrative support to the Chief Executive Officer and Foundation staff.
• Manage all calendar activities of the Foundation Chief Executive Officer.
• Coordinate schedules, meetings, travel arrangements and related logistics.
• Prepare correspondence, presentations, internal documentation and reports as required.
• Support internal planning, tracking, and follow-up for administrative and operational initiatives, including funding requests and purchase orders.

Office Operations & Reception

• Conduct front-office operations, including reception coverage, phone and email inquiries.
• Maintain office equipment, ordering and managing inventory of office supplies, printed materials, and resources, ensuring adequate stock levels and cost-effective procurement.
• Receive, sort, distribute, and track incoming and outgoing mail, courier deliveries, ensuring timely processing and accurate record management.
• Coordinating workspace setup, technology and equipment requests for new employees to ensure a smooth transition into the Foundation team.
• Provide responsive and timely administrative, organizational and clerical support.
• Maintains public and hospital bulletin boards within WRH.
• Provide backup support to the Administrator, Gift Processing, Finance and Operations, for donor stewardship and gift processing.
• Maintains a high degree of confidentiality in all aspects of Foundation and Hospital activities.

Event & Program Support

• Assist with back-end logistics for fundraising events and special initiatives.
• Attends Foundation special events and assists as required.
• Support post-event follow-up, reporting, and volunteer coordination.
• Processing gift cards, donations, and service recovery.

Other

• Act as an Ambassador throughout the Community, positively representing the Hospital and the Foundation.
• Work as a team player promoting a positive and professional work environment and conducting role with integrity and respect.
• Other duties assigned from time to time in order to meet the overall goals and objectives of the Foundation
• Abide by the policies and procedures and Occupational Health and Safety Act, and work in a manner that is safe, reporting incidents immediately to direct supervisor.
• Operate within culture and core values of the organization.

Qualifications & Requirements:

• Successful completion of post-secondary education or equivalent work experience.
• Minimum 2 - 3 years of experience working in a busy office setting with experience in administration, fundraising or events.

Desired Skills and Characteristics:

• Outstanding administrative skills with a proven ability to work on concurrent, multi-dimensional projects in a fast-paced, time-constrained environment.
• Proficiency in Blackbaud Raiser’s Edge / RE NXT, and familiarity OR other online giving platforms is an asset.
• Impeccable attention to detail, strong data entry accuracy, and the ability to work collaboratively with finance and philanthropy teams.
• Excellent organizational and time management skills.
• Commitment to customer service.
• French Language proficiency an asset.

Windsor Regional Hospital is an equal opportunity employer. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005, upon request, accommodation will be provided by WRH throughout the recruitment, selection and/or assessment process to applicants with disabilities.