Position Summary:
The Administrative and Governance Assistant
plays a key role in the day-to-day operations of the Foundation, providing
comprehensive support to the team, across office administration, and fundraising
program delivery. This role also oversees all board and committee coordination,
including scheduling, planning and distributing meeting and governance
materials. 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, time management, 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 operational and strategic success.
Key Roles and Responsibilities
Administration and
Team Support:
· Donor Facing Representative: Provide a welcoming and
organized space with which to greet our donors. You are the front-facing staff
who will be handling all general donor inquiries, in-person, by phone and
email. This includes those making donations and purchasing CP Catch the Ace lottery
tickets. Strong communications skills are essential.
· Financial/Admin Support: Assist with
donation processing, issuing receipts and thank-you letters within 24 hours,
preparing deposits, and supporting accurate data entry in the CRM.
· Donor Acknowledgement: Collaborate with
the Gratitude and Impact Officer to send timely, personalized thank-you letters
that highlight donor impact.
· Impact and Gratitude Communications: Help coordinate
printing and mailing of impact reports and assist in donor recognition
initiatives.
· Team Assistance:
Schedule and coordinate all team meetings, including agenda preparation and
distribution. Attend all meetings as a participant and minute-taker, capturing
action items and distributing follow-up materials in a timely manner.
· Project Support: Contribute to special projects and
strategic planning as required and assigned.
· Cross-Team Coordination: Support
Foundation-led initiatives including attending events, third-party fundraisers,
and community engagement activities.
Office
Administration:
· Daily
Operations: Ensure smooth office
functioning, including answering and forwarding calls, responding to 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 team 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 key administrative 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.
Governance,
Board and Committee Support:
· Logistics
Coordination: Schedule and coordinate all
Board and Committee meetings, including room bookings, catering, technology
setup, along with material preparation and distribution on the board portal.
· Agenda
and Document Preparation:
Collaborate with the Executive Director, team, and committee chairs to draft
agendas. Compile and distribute completed meeting packages on the board portal
with all required 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 terms of reference, work plans,
policy and governance objectives.
· Annual
General Meeting (AGM) and Annual Report: Lead coordination of the AGM, including venue
booking, logistics, catering, communications, and the development of the
Foundation’s Annual Report.
Other
Duties:
· Onboarding and Training: Support orientation
of new board and committee members, staff &/or volunteers, including office
procedures and CRM use.
· Event Representation: Represent the
Foundation at community events and special gatherings as needed.
· Other Duties as may be required from time to time.
Qualifications:
· Excellent written and verbal communication skills,
with a focus on donor relations and engagement.
· College diploma or relevant work experience in
business administration, charitable/non-profit management, customer service 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, groups and priorities effectively.
· 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 meetings &/or events.
· Full-time, 37.5hrs bi-weekly.
· 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.