Administrative Assistant
Alberta children's hospital foundation
Calgary, AB
Our team truly believes that, together with our community, we can build healthier futures for all our children. We are currently seeking a skilled and dedicated team member to share our vision.

Administrative Assistant – Community Initiatives & Events

The Administrative Assistant is a key member of the Community Initiative & Events (CI) team, meeting the administrative needs for the Vice President, Development (VP) and completing administrative activities in support of CI projects, initiatives, events and activities, all while delivering high-level service to donors, sponsors and partners. Responsibilities include: acting as the first point of contact for the VP and the CI team; drafting, developing, and producing various fundraising materials, proposals, agreements, letters and reports; updating, maintaining and tracking activity in the Raiser’s Edge database, including data collection and analysis; corresponding with donors, volunteers, internal and external stakeholders; and managing sensitive and confidential information with the utmost discretion. Support for a range of events is required and will include key activities around our signature events, Candy Cane Gala, RBC Race for the Kids, and the Caring for Kids Radiothon. This is an ideal role for an individual, who thrives in a fast-paced environment, is well-organized and able to manage multiple administrative projects, and who has a strong focus on delivering exceptional customer service.

Key responsibilities for this role include but are not limited to:

Administrative Support to the VP (80%):
In support of the VP, respond to inquiries, manage and coordinate an electronic calendar, draft correspondence, prepare reports, meeting materials, presentations, and expense reports, maintain timesheets, and other related tasks.
Respond to telephone and email inquiries from internal and external stakeholders, directing inquiries to other team members and colleagues as appropriate. Contact donors and stakeholders to verify information and support departmental initiatives.
Provide logistical support for meetings including the preparation and distribution of meeting materials, scheduling of meeting rooms, conference call coordination, room preparation, travel coordination, minute taking, and appropriate follow-up on action items.
Research and develop written materials including reports, presentations, gift proposals, stewardship reports and general correspondence.
Provide support for the planning and execution of key donor relations activities (meetings, recognition events, gift announcements).
Coordinate mailings and prepare gift related paperwork.
Enter relevant donor communication and activity into the Raiser’s Edge (RE) database and generate reports from RE as required and requested. Review CI gift records for accuracy and request amendments as needed.

Project Coordination (20%):
Support the VP through the coordination of special projects by:
Working with team members to establish project objectives, policies, procedures and performance standards;
Coordinate the identification, scheduling and assignment of project activities, tasks and milestones;
Actively monitor, track and manage project tasks, timelines, attainment of milestones and overall quality of project activities and deliverables;
Identify resources, follow-up on assigned tasks, and coordinate meetings to share project initiatives and progress;
Provide updates to and with the team on all project activities and report on project progress;
Establish and provide weekly status, dashboards and project updates;
Identify, document and escalate risks and issues;
Complete administrative duties related to project coordination.

Donor Relations:
Support the CI team by providing exceptional customer service to donors, prospective donors, partners, volunteers, and internal and external stakeholders.

At least 5 years of experience as an Administrative Assistant, acting as the first point of contact and anticipating the administrative needs for a team, with a focus on supporting an Executive lead. Experience with project coordination is required; preference will be given to those with experience in supporting Community Initiatives or Events.
Diploma or degree in business or office administration, non-profit studies, or other relevant program; suitable combinations of education and experience will be considered.
Excellent technical and administrative skills with a focus on accuracy and attention to detail.
Demonstrated project coordination, planning, and organizational skills; familiarity with change management principles.
Previous experience working with Senior Executives, Board and Committee Volunteers.
Strong written and verbal communication skills with demonstrated proficiency in spelling, punctuation and grammar, proofreading and editing skills, and typing accuracy in the preparation of written materials.
Demonstrated initiative with the ability to work independently, prioritize workloads, and manage multiple priorities in order to meet deadlines.
Exemplary customer service skills coupled with a high degree of diplomacy, tact, discretion and good judgment.
Previous experience and demonstrated proficiency in a database is required; Raiser’s Edge proficiency is preferred.
Intermediate to advanced level expertise in Microsoft Office applications. Experience with Adobe Creative Cloud is preferred.
The Alberta Children’s Hospital Foundation offers a compassionate and collaborative team environment along with work that is meaningful and focused on excellence. If you are passionate about improving the lives of children and their families, please submit your resume and cover letter along with your salary expectations.

Applications will be accepted until the end of the day on November 15th, 2018.
We thank all candidates for their interest, however, only those selected for interview will be contacted.