Administrative Assistant

Administrative AssistantPermanent, Full-TimeAbout Belleville General Hospital FoundationBelleville General Hospital is one of four hospitals within Quinte Health, an integrated system serving a diverse population across a 7,000 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.Position SummaryThe 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 Foundation’s impact in the community.Key ResponsibilitiesAdministrative & Executive SupportProvide high-level administrative support to the Executive Director and Foundation staffCoordinate schedules, meetings, travel arrangements, and related logisticsPrepare and maintain reports, correspondence, presentations, and internal documentationSupport internal planning, tracking, and follow-up for administrative and operational initiatives, including funding requests and purchase ordersDonor Services, Data & Stewardship SupportServe as the first point of contact for donors, partners, and visitorsProcess in-memory and in-honour donations in Raiser’s Edge, including acknowledgements, next-of-kin correspondence, and Donor and Memorial Wall updatesMaintain accurate donor, event, and attendance records, including use of the Raiser’s Edge Events moduleAssist with stewardship reporting, donor lists, and light direct mail activitiesSupport basic data analysis and reportingPrepare bi-weekly payroll records and support internal reporting, ensuring data accuracy, confidentiality, and integrityOffice Operations & ReceptionOversee front-office operations, including reception coverage and phone and email inquiriesManage incoming and outgoing mail, courier services, and office supply inventoryEnsure the Foundation office operates efficiently and professionallyEvent & Program SupportAssist with back-end logistics for fundraising events and special initiativesCoordinate event materials, communications, and documentationSupport post-event follow-up, reporting, and volunteer coordinationPosition Requirements3–5 years of progressive administrative or office coordination experience, preferably in a complex, regulated, or mission-driven organizationExperience supporting senior leadership and/or management teams, including meeting coordination, documentation, and records managementStrong ability to manage confidential information and competing priorities with professionalismProficiency with Microsoft Word, Outlook, and Excel, as well as database or CRM systems like Raiser’s EdgeWorking ConditionsPrimarily office-based with minimal physical riskPeriods of deadline-driven workStanding for extended periods during eventsSome travel, evening, and weekend work may be requiredNon-smoking and alcohol-free environmentWhy Join Our TeamAnnual Salary: $45,000–$55,000, based on qualifications and experienceHours: 8:30 a.m. – 4:30 p.m.Professional development is encouraged and supportedComprehensive healthcare benefitsHealthcare of Ontario Pension Plan (HOOPP)Be part of a small, collaborative team making a meaningful difference in the local communityApplication InstructionsPlease submit your cover letter and resume (PDF or Word document) by email to: 70agrydziuszko@quintehealth.caApplication DeadlineRolling acceptance with an anticipated start date of Tuesday, February 17, 2026.