Position Summary:
The Administrative and Governance Assistant plays
a key role in the day-to-day operations of the Foundation, providing
comprehensive support across office administration, program delivery, and board
and committee coordination. This position is essential in fostering strong
internal systems and external relationships with donors, volunteers, hospital
staff, and community partners, ensuring a smooth and professional experience
aligned with the Foundation’s mission and values.
This role requires exceptional organizational skills,
attention to detail, and the ability to manage multiple priorities in a dynamic
environment. The Assistant supports a range of initiatives—from administrative
logistics to board governance—contributing to the Foundation’s strategic and
operational success.
Key Roles and Responsibilities:
Office Administration:
· Daily Operations: Ensure
smooth office functioning, including answering and forwarding calls, managing
voicemails, handling incoming/outgoing mail, maintaining office supplies,
photocopying, and basic tech troubleshooting.
· Inbox Management: Monitor
and respond to the Foundation’s general email inbox daily, forwarding inquiries
to appropriate team members.
· Internal Communications: Maintain
the Foundation calendar, circulate meeting invites and minutes, coordinate
staff travel/conference bookings, and support internal communication
initiatives. This also includes updating internal communications related to the
Foundation throughout the hospital and acting as the main conduit and support
to the Board of Directors.
· Inventory and Organization: Maintain
an organized office and inventory of supplies; proactively order items as
needed. Ensure a tidy and welcoming environment.
· Team Coverage: Provide
support and continuity during team absences.
· Donor Communications: Assist
with administrative support for donor updates, quarterly newsletters, and event
invitations, in collaboration with the Manager of Engagement and
Communications.
· Cheque Presentations: Coordinate
logistics and communications for major donor and community cheque
presentations, including scheduling and RSVPs.
· Database Support: Help
maintain accurate donor records within the CRM in partnership with the
Gratitude and Impact Officer.
· Event Support: Assist with
event logistics and hospital tours, including RSVP tracking and donor
follow-up.
Board and Committee Administration:
· Logistics Coordination: Schedule
and coordinate all Board and Committee meetings, including room bookings,
catering, technology setup, and material preparation.
· Agenda
and Document Preparation: Collaborate with the Executive Director,
team, and committee chairs to draft agendas. Compile and distribute meeting
packages and all materials to members in advance.
· Minute-Taking: Attend
all Board and Committee meetings to record minutes, capture action items, and
distribute follow-up materials in a timely manner.
· Calendar
and RSVP Management: Manage schedules and meeting invites using
Outlook and the Board Portal. Coordinate with internal and external
stakeholders as needed.
· Documentation
and Records: Maintain clear records of decisions and follow-ups,
aligned with committee work plans and governance objectives.
· Annual
General Meeting (AGM): Lead coordination of the AGM, including venue
booking, logistics, catering, communications, and the development of the
Foundation’s Annual Report.
Program Support/Team Collaboration:
· Cross-Team
Coordination: Support Foundation-led initiatives, events,
third-party fundraisers, and community engagement activities.
· Financial/Admin
Support: Assist with donation processing, issuing receipts and
thank-you letters, preparing deposits, and supporting accurate data entry
in the CRM.
· Data
and Reporting: Assist with data pulls and reporting to support
donor programs, mailings, and impact communications.
· Donor
Acknowledgement: Collaborate with the Gratitude and Impact
Officer to send timely, personalized thank-you letters that highlight
donor impact.
· Project
Support: Contribute to special projects, research, and strategic
planning as assigned.
Other Duties:
· Onboarding
and Training: Support orientation of new staff or volunteers,
including office procedures and CRM use.
· Event
Representation: Represent the Foundation at community events and
special gatherings as needed.
· Impact
and Gratitude Communications: Help coordinate printing and
mailing of impact reports and assist in donor recognition initiatives.
Qualifications:
· College
diploma or relevant work experience in business administration,
charitable/non-profit management, or a related field preferred.
· Proven
experience in office administration, preferably within a
charitable/non-profit or healthcare setting.
· Strong
time management and organizational skills with the ability to manage
multiple tasks and priorities effectively.
· Excellent
written and verbal communication skills, with a focus on donor relations
and engagement.
· Proficient
in Microsoft Office (Outlook, Word, Excel) and donor management software.
· Attention
to detail and a commitment to maintaining confidentiality.
· Ability
to work both independently and collaboratively within a busy team
environment.
Working Conditions:
· This
position is primarily office-based with occasional evening and weekend
events.
· Full-time,
37.5hrs/week.
· Some
physical tasks may be required, such as lifting supplies and setting up
meeting spaces.
· Vehicle
is necessary
We thank all candidates who apply. Only those selected for
an interview will be contacted.
We are committed to inclusive and accessible employment
practices. If you require accommodation throughout any part of the recruitment
process, please contact Human Resources at hr@mrha.ca to let us know how we may
assist you.
Please note that according to MRHA Vaccination Policies, all
applicants must be fully vaccinated unless they can provide the proof of a
valid medical contraindication or exemption on the basis of protected grounds
under the Ontario Human Rights Code in order to be considered for any staff or
volunteer opportunities. Upon hiring, applicants must provide the proof of
either government issued documentation proving they have been fully vaccinated,
or present supporting documentation of a valid medical contraindication or
exemption under Ontario Human Rights Code.
Mississippi River Health Alliance (MRHA) is committed to
fostering a culture of diversity, equity, inclusion and belonging. We believe
that embracing diversity in all its forms enriches our workplace and enhances
the quality of care we provide to our patients, residents and community. We are
dedicated to creating an environment where every individual feels valued,
respected and supported regardless of race, ethnicity, gender, sexual
orientation, religion, age, ability or background. We aim to create a workplace
where everyone can thrive and contribute to our shared mission of providing
integrated health care that meets the evolving life-long needs of our
communities.