Administrative Assistant

at  Queen Elizabeth Hospital Foundation

18-MONTH CONTRACT WITH THE OPPORTUNITY FOR FULL-TIME EMPLOYMENT

Reports to: Director, Finance & Operations
Nature and scope:
The Administrative Assistant is pivotal in keeping the Queen Elizabeth Hospital Foundation (QEH Foundation) running smoothly by managing various administrative tasks and providing support to ensure the organization operates efficiently and effectively, and that the QEH Foundation successfully meets its mission and vision.

QUALIFICATIONS:

· College secretarial or administration certificate or equivalent work experience.
· Excellent interpersonal and communication skills and a demonstrated ability to work effectively with a diverse group of staff and volunteers.
· Exceptional attention to detail.
· A demonstrated ability to organize work, set priorities, meet deadlines and work under pressure of time constraints.
· Proven ability to work efficiently in a busy environment, characterized by multi-tasking.
· Proven experience with word processing and spreadsheet software (ideally Microsoft Office) and a good understanding of computer applications such as Google Docs.
· Experience working with Raisers’ Edge database would be an asset.

· Receive and welcome visitors and donors to the QEH Foundation Office

· Accept and process donations, maintaining accurate records, both physical and electronic

• Daily data entry into donor database
• Answer phone and forward calls
• Receive, open, disburse, and send out mail
• Monitor info@ email account
• Oversee day-to-day operations of a busy and fast-paced office environment.
• Manage schedules and appointments, and handle correspondence.
• Provide administrative support to staff and management.
• Draft communications, prepare reports, and perform mail merges.
• Format documents such as letters and policies and procedures.
• Help implement policies and procedures to ensure compliance and efficiency.
• Organize team meetings, retreats, and the social committee, including managing the agenda, scheduling, technical setup, and recording and transcribing minutes of meetings.
• Assist with human resources tasks such as timekeeping, processing payroll, and required paperwork.
• Oversee the maintenance of office facilities and equipment, ensuring everything is in working order and addressing any issues that arise.
• Ensure office supplies are stocked and maintained.
• Manage the QEH Foundation’s volunteers, including recruiting, onboarding, training, stewardship, and ensuring effective contribution to the foundation’s mission.
• Manage the QEH Foundation’s in-memoriam program. Conduct daily reviews of obituaries, create thank you cards for families that choose the QEH Foundation for in-memoriam donations, contact area funeral homes to seek next-of-kins, and follow-up report to the family.
• Support planning, logistics, and execution of special events hosted by and for the QEH Foundation.