Position Summary

Reporting to the Prince Edward County Memorial Hospital Foundation’s (PECMHF) Executive Director (ED), the Administrative Assistant is a visible representative of the organization and its values. The Administrative Assistant helps to advance the mission of PECMHF by supporting various programs including annual giving, events, stewardship, and volunteer relations. Working closely with the Foundation’s Executive Director to provide confidential administrative support and is required to work both independently and as a member of our team. Often the first point of contact, the Administrative Assistant acts as an ambassador for the organization and will always promote a positive image of PECMHF and Quinte Health in the office and in the community.

Working Hours:
-Average Daily Hours 7.5
-Average Weekly Hours 37.5
-Days with flexible hours and evening meetings once a month

The Administrative Assistant position is based out of Prince Edward County Memorial Hospital.

Resumes accepted in person at PECM Hospital Foundation office in the Prince Edward County Memorial Hospital, 403 Main St. E., Picton, ON, K0K 2T0, or e-mailed c/o scoull@qhc.on.ca.
Deadline for applications: 4:00 p.m., Friday May 10, 2024.

Required

• One to three years of experience in a not-for-profit organization, preferably experience in fundraising/development
• Progressive administrative experience supporting senior level management
• Demonstrated knowledge and proficiency in donor management software (Raisers Edge or Donor Perfect) Excel and MS Word
• Strong written, oral communication and analytical skills
• Strong interpersonal and relationship building skills
• Professional presence that reflects well on the Prince Edward County Memorial Hospital Foundation
• Demonstrated experience working with senior level volunteers
• Strong organizational and project management skills
• Proven ability to see projects through to timely completion
• Perform with high integrity and transparency
• Understands and pays attention to detail
• Flexible: willingness to travel and vary work hours when required
• Experience working in, and familiarity of, Board governance would be considered an asset

Education:
• Post-secondary education, preferably in office administration, fundraising or a related field with equivalent experience

Duties

Administration
• Be the first point of contact who monitors and answers foundation related inquiries via phone, in-person, and email
• Assist the ED and Senior Development Officer (SDO) with mailings, Board communication, donor stewardship, meetings and staff activities
• Conduct monthly (at a minimum) review of donor activity with Executive Director to ensure execution on all action plans
• Monitor email and calendar appointments, maintain files, and help with deadlines for the ED
• Coordinate staff team meetings, including technical set up, agenda creation and distribution, taking minutes, following up on action items, refreshments, managing guests
• Coordinate Board and Campaign Cabinet meetings, including technical set up, agenda creation and distribution, taking minutes, following up on action items, refreshments, managing guests
• Assist with donor meeting preparation & maintaining inventory of donor engagement collateral
• Develop donor profile information from publicly available online sources and Donor Database (Donor Perfect) to prepare briefing notes for donor meetings and events
• Support the preparation of proposals, grant applications, gift agreements, terms of reference, and gift designation forms
• Provide support for prospect/donor-related activities, events, meetings, tours, etc.
• Assure the proper use, management, security and upkeep of facilities, equipment and documents by managing the office facilities
• Develop and generate reports through the collection and entry of data using Donor Perfect, MS Word and MS Excel
• Provide confidential clerical services for ED as required
• Coordination of ED’s schedule and handling any travel arrangements as required
• Maintain file systems for all correspondence, internal and external. Update various policies and manuals for Foundation
• Manage office mail, incoming and outgoing
• Work with the team to manage foundation expenses, donations, and cash handling
• Order and maintain adequate inventory of office supplies
• Other duties as assigned

Donor Database
• Proactively partner with Executive Director to create individual processes to ensure timely action on items required to be documented in Development Database (Donor Perfect) (i.e. call reports and portfolio assignment updates), preparation for donor visits and events and other follow-up items
• Use Donor Perfect to effectively maintain PECMHF prospect and donor information, including all related fundraising modules to ensure individual and team goals are being met
• Extract relevant information from contact reports to create and update actions in Donor Perfect
• Maintain up-to-date documentation on prospect and donor record, ensuring that it is comprehensive, current and user-friendly, including managing and updating all biographical information
• Maintain all donor records in Donor Perfect including tracking Donor Recognition and Cultivation activities
• Assist with the administration and tracking of donor stewardship activities. Record actions, contact reports, event-related data, etc. in Donor Perfect
• Develop and generate reports through the collection and entry of data using Donor Perfect, MS Word and MS Excel

Donor and Stakeholder Relations
• Respond to donor inquiries in a timely, pleasant and accurate manner
• Review and maintain funding requests, and relevant purchase orders for review with ED
• Assist with the processing of direct mail or other donations, on an ‘as needed’ basis
• Support SDO with scheduling of cheque presentations and gift announcements, and participate as a representative of our team when required
• Communicate with and support key volunteers as directed by the ED
• Participates in networking and community relations activities on behalf of the organization

Events
• Support logistics for fundraising and donor engagement events
• Event management support, including invitation lists, RSVPs, and day-of needs
• Provide event support through tickets sales, registration, event logistics and maintaining attendance tracking through Donor Perfect (donor management software)
• As an integral member of foundation team, the Administrative Assistant may from time to time participate in public-facing activities of the foundation that will include but not be limited to cheque presentations, fundraising events, and meetings that are conducted in the community.

Prince Edward County Memorial Hospital (PECMH) is located in extraordinary Prince Edward County, which is surrounded by 800km of shoreline and is home to world-renowned Sandbanks Provincial Park. Prince Edward County, known to locals as 'The County', is bustling with artists, entrepreneurs, farmers, winemakers, chefs, and nature lovers. Whether you enjoy a day at the beach, cycling along farm-lined roads, enjoying a glass of wine and a wood-fired pizza, bird watching, camping, or simply strolling to shops and restaurants, 'The County' provides the perfect backdrop for a relaxed lifestyle, close to the amenities of a larger city in Belleville.PECMH, which sees more than 40,000 patients each year, is being rebuilt as a leading edge facility, equipped to meet today's standards of exceptional care. The new hospital is anticipated to open in 2027 and will continue to offer a range of services including 24/7 emergency care, various outpatient clinics, diagnostic imaging (with CT being added in the new hospital), endoscopy, dialysis and palliative care. The hospital works closely with Prince Edward County Family Health Team, the other Quinte Health hospitals, and regional health centres, to serve the community together.When you work at Prince Edward County Memorial Hospital, you are part of a family of health care providers who know each other's names, celebrate milestones together, and work collaboratively to provide incredible patient care to residents and tourists alike.

Physical Demands Analysis

Working Conditions
• Confidential Environment – Confidentiality required in and outside the workplace – working with sensitive business and personal matters
• Minimal risk or discomfort
• Pressure related to meeting deadlines
• Travel may be required
• Some evening and weekend work may be required
• Scent-free, non-smoking, and alcohol-free environment
• Must be a team player

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 613-969-7400 x2577 or humanresources@qhc.on.ca for assistance.