Administrative Assistant

Position Summary

The Administrative Assistant is responsible for front-line reception office operations donor services and data support event logistics and direct administrative support to the Executive Director. The ideal candidate is highly organized detail-oriented professional and comfortable managing multiple priorities while contributing to the Foundations impact in the community. Please note this position is located in Belleville and the candidate is expected to be in the office at the Belleville General Hospital.

Required

35 years of progressive administrative or office coordination experience preferably in a complex regulated or mission-driven organization
Experience supporting senior leadership and/or management teams including meeting coordination documentation and records management
Strong ability to manage confidential information and competing priorities with professionalism
Proficiency with Microsoft Word Outlook and Excel as well as database or CRM systems like Raisers Edge

Duties

Administrative & Executive Support
Provide high-level administrative support to the Executive Director and Foundation staff
Coordinate schedules meetings travel arrangements and related logistics
Prepare and maintain reports correspondence presentations and internal documentation
Support internal planning tracking and follow-up for administrative and operational
initiatives including funding requests and purchase orders

Donor Services Data & Stewardship Support
Serve as the first point of contact for donors partners and visitors
Process in-memory and in-honour donations in Raisers Edge including
acknowledgements next-of-kin correspondence and Donor and Memorial Wall updates
Maintain accurate donor event and attendance records including use of the Raisers
Edge Events module
Assist with stewardship reporting donor lists and light direct mail activities
Support basic data analysis and reporting
Prepare bi-weekly payroll records and support internal reporting ensuring data accuracy
confidentiality and integrity
Office Operations & Reception
Oversee front-office operations including reception coverage and phone and email
inquiries
Manage incoming and outgoing mail courier services and office supply inventory
Ensure the Foundation office operates efficiently and professionally
Event & Program Support
Assist with back-end logistics for fundraising events and special initiatives
Coordinate event materials communications and documentation
Support post-event follow-up reporting and volunteer coordination

Why Join Our Team
Annual Salary: $45000$55000 based on qualifications and experience
Hours: 8:30 a.m. 4:30 p.m.
Professional development is encouraged and supported
Comprehensive healthcare benefits
Healthcare of Ontario Pension Plan (HOOPP)
Be part of a small collaborative team making a meaningful difference in the local
community

Application Deadline
Rolling acceptance with an anticipated start date of Tuesday February 17 2026.

Belleville General Hospital is one of four hospitals within Quinte Health an integrated system serving a diverse population across a 7000 square kilometre catchment area. As the fundraising partner for the Belleville General Hospital site the Belleville General Hospital Foundation supports exceptional compassionate care by funding leading-edge equipment and expansion projects that benefit patients families and the broader community.
The Belleville General Hospital Foundation is currently seeking a permanent full-time Administrative Assistant to join our operations team. This role is integral to the smooth functioning of the Foundation office and provides administrative data event and executive-level support in a dynamic mission-driven environment.

Physical Demands Analysis

Primarily office-based with minimal physical risk
Periods of deadline-driven work
Standing for extended periods during events
Some travel evening and weekend work may be required
Non-smoking and alcohol-free environment

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.