Executive Assistant and Foundation Coordinator

Position Summary

The Executive Assistant and Foundation Coordinator is a key representative of the Prince Edward County Memorial Hospital Foundation (PECMHF) and supports the Foundations mission through exceptional administrative donor relations database financial and event coordination services.

As the first point of contact for many donors volunteers community members and stakeholders the Executive Assistant and Foundation Coordinator is an ambassador for the Foundation consistently demonstrating professionalism discretion and a commitment to service excellence. The role provides confidential administrative support to the Executive Director while working collaboratively with the Foundation team to support fundraising donor stewardship volunteer engagement governance activities and special events.

The successful candidate is highly organized detail-oriented proactive and capable of managing multiple priorities in a dynamic environment.

Applications will be received until Friday July 3rd at 1400.

Required

Education
Post-secondary education in Office Administration Fundraising Business Administration Communications or a related field or an equivalent combination of education and experience.

Experience
Minimum one to three years of administrative experience preferably within a not-for-profit healthcare fundraising or development environment.
Experience supporting senior-level executives and volunteers.
Experience working with donor management systems such as DonorPerfect considered an asset.
Experience supporting Board governance activities considered an asset.

Knowledge Skills and Abilities
Exceptional organizational and time management skills with the ability to manage multiple priorities and deadlines.
Strong written verbal and interpersonal communication skills.
Demonstrated attention to detail accuracy and confidentiality.
Proficiency in Microsoft Office Suite particularly Word Excel Outlook and PowerPoint.
Strong analytical and problem-solving abilities.
Proven ability to work independently while contributing effectively as part of a team.
Professional presence and commitment to excellent customer service.
High degree of integrity discretion and sound judgment.
Ability to build positive relationships with donors volunteers Board members staff and community stakeholders.

Working Conditions
Works in a confidential environment involving sensitive donor financial and organizational information.
Regular deadlines and competing priorities require effective time management and adaptability.
Occasional evening and weekend work required to support meetings and events (Lieu Time).
Occasional travel may be required.
Scent-free non-smoking workplace.

Health and Safety
The incumbent will:
Adhere to the Occupational Health and Safety Act.
Comply with Quinte Health Human Resources policies and procedures.
Comply with PECMHF policies procedures and Human Resources guidelines.

Duties

Executive and Administrative Support
Serve as the first point of contact for Foundation inquiries by phone email and in person.
Provide confidential administrative support to the Executive Director.
Manage the Executive Directors calendar scheduling travel arrangements correspondence and key deadlines.
Maintain Foundation files records policies procedures and administrative manuals.
Coordinate and monitor team action items organizational critical paths and project timelines.
Manage office operations including supplies equipment facilities mail and document management.
Perform other duties as assigned.

Board and Governance Support
Coordinate Board of Directors Campaign Cabinet and committee meetings.
Prepare and distribute agendas meeting materials and supporting documentation.
Arrange meeting logistics including technology refreshments guest coordination and room setup.
Record meeting minutes and monitor follow-up actions to ensure timely completion.
Support communications with Board members and senior volunteers.

Donor Relations and Stewardship
Support the Executive Director and Associate Director of Development in donor cultivation stewardship and engagement activities.
Prepare donor briefing materials profiles and meeting packages using information from DonorPerfect database and publicly available sources.
Assist with donor correspondence stewardship activities gift acknowledgements and recognition initiatives.
Support donor meetings tours cheque presentations gift announcements and cultivation events.
Respond to donor and stakeholder inquiries in a professional timely and accurate manner.
Support relationships with volunteers community partners and other key stakeholders.

Donor Database Management
Maintain accurate and current donor prospect volunteer and stakeholder records in DonorPerfect.
Record and track donor interactions contact reports stewardship activities recognition opportunities and fundraising actions.
Partner with the Executive Director to ensure timely documentation of donor activity portfolio updates and follow-up actions.
Generate reports mailing lists analytics and other data required to support fundraising and stewardship activities.
Ensure data integrity and adherence to Foundation standards and procedures.

Financial and Gift Administration
Process and record donations received through mail online platforms e-transfers gifts of securities workplace giving programs walk-ins and third-party fundraising platforms.
Issue charitable tax receipts including year-end consolidated receipts.
Assist with the preparation and reconciliation of bank deposits.
Assist with pledge payment tracking.

Event and Community Engagement Support
Coordinate invitation lists registrations RSVPs attendance tracking and event logistics.
Maintain event records and participation data within DonorPerfect database.
Represent the Foundation at community events donor presentations fundraising activities and public functions as required.
Participate in networking and relationship-building activities that support the Foundations mission.

At Quinte Health our four hospitals unite under the core values of Imagine Its You Value Everyone We All Make a Difference and Stronger Together. We work as one team to enhance lives improve access to high-quality care and build healthier communitiesright where people need it most.

Nestled in the stunning Prince Edward Countyhome to 800 km of shoreline Sandbanks Provincial Park and a vibrant arts and culinary scene - Prince Edward County Memorial Hospital (PECMH) offers the perfect blend of career growth and quality of life.

Our hospital sees over 40000 patients annually and is evolving into a cutting-edge facility set to open in 2027. With 24/7 emergency care expanded diagnostics (including CT) and strong community partnerships were dedicated to exceptional patient care.

At PECMH youre more than a team memberyoure family. Join a supportive tight-knit group that values collaboration celebrates milestones and makes a real impact every day.

Physical Demands Analysis

Strength
Required Rarely lifting average 5-10 pounds maximum 15 pounds carrying pushing/pulling.
Mobility
Required Often prolonged sitting; and
Required Occasionally standing and walking on hard surfaces bending/stooping.
Dexterity
Required Often prolonged fine finger movements;
Required Frequently gripping/grasping eye/hand coordination; and
Required Briefly reaching with both hands.

Equal Opportunity

We thank all interested candidates for their response however only those chosen for an interview will be contacted. Quinte Health is an equal opportunity employer committed to meeting needs under the Canadian Charter of Rights and Freedom and the Ontario Human Rights Code. Our Recruitment process follows the Accessibility for Ontarians with Disabilities Act in order to provide a fair and equitable process for all candidates. Applicants requiring accommodation through the recruitment/interview process are encouraged to contact the Human Resources Department at x2577 or for assistance.

Required Experience:

IC

Employment Type : Full Time
Experience: years
Vacancy: 1