Administrative Assistant

**18-month contract with the opportunity for full-time employment**

**Reports to**:Director, Finance & Operations

Nature and scope:
The **Administrative Assistant**is pivotal in keeping the Queen Elizabeth Hospital Foundation (QEH Foundation) running smoothly by managing various administrative tasks and providing support to ensure the organization operates efficiently and effectively, and that the QEH Foundation successfully meets its mission and vision.

**Primary Responsibilities**:

- Receive and welcome visitors and donors to the QEH Foundation Office
- Accept and process donations, maintaining accurate records, both physical and electronic
- Daily data entry into donor database
- Answer phone and forward calls
- Receive, open, disburse, and send out mail
- Oversee day-to-day operations of a busy and fast-paced office environment.
- Manage schedules and appointments, and handle correspondence.
- Provide administrative support to staff and management.
- Draft communications, prepare reports, and perform mail merges.
- Format documents such as letters and policies and procedures.
- Help implement policies and procedures to ensure compliance and efficiency.
- Organize team meetings, retreats, and the social committee, including managing the agenda, scheduling, technical setup, and recording and transcribing minutes of meetings.
- Assist with human resources tasks such as timekeeping, processing payroll, and required paperwork.
- Oversee the maintenance of office facilities and equipment, ensuring everything is in working order and addressing any issues that arise.
- Ensure office supplies are stocked and maintained.
- Manage the QEH Foundation’s volunteers, including recruiting, onboarding, training, stewardship, and ensuring effective contribution to the foundation's mission.
- Manage the QEH Foundation’s in-memoriam program. Conduct daily reviews of obituaries, create thank you cards for families that choose the QEH Foundation for in-memoriam donations, contact area funeral homes to seek next-of-kins, and follow-up report to the family.
- Support planning, logistics, and execution of special events hosted by and for the QEH Foundation.

**Qualifications**:

- College secretarial or administration certificate or equivalent work experience.
- Excellent interpersonal and communication skills and a demonstrated ability to work effectively with a diverse group of staff and volunteers.
- Exceptional attention to detail.
- A demonstrated ability to organize work, set priorities, meet deadlines and work under pressure of time constraints.
- Proven ability to work efficiently in a busy environment, characterized by multi-tasking.
- Experience working with Raisers’ Edge database would be an asset.

**Organizational Culture & Values**:
At the QEH Foundation, we are dedicated to fostering a positive and inclusive work environment. We uphold a culture of integrity, reliability, and excellence, ensuring that respect and professionalism guide all our interactions.

QEH Foundation is an equal opportunities employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, or any additional protected characteristic as outlined by law.

**Working Environment and Conditions**:

- Full-time, 37.5 hours per week, client-facing Monday to Friday with occasional evening/weekend hours during special events or campaigns
- Participate/attend foundation signature events
- This position is based in the hospital foundation office

**Salary & Benefits**:
The QEH Foundation is a leading charity in PEI. By joining us you will have the opportunity to participate in benefits unmatched by most.

Permanent full-time employees are eligible to participate in Health PEI’s group insurance plan, sick time and the employee retirement plan. The following benefit premiums will be 100% paid by the Employer:
Health Plan Dental Plan

AD&D Insurance Group Life Insurance

Dependent Life Insurance Long Term Disability

Pension: all permanent full-time and part-time employees will contribute to the Employer’s pension plan - Civil Service Superannuation Fund (CSSF). The employee’s contribution will be matched as per the pension plan text.

Vacation: Employees are granted 15 days per year vacation time with an increase upon five years of service.

As with all employees of the QEH Foundation, a criminal records check is required and there is a six-month probationary period.

**How to Apply**:
QEH Foundation Selection Committee
- Updated: January 2025_

**Job Types**: Full-time, Permanent, Fixed term contract
Contract length: 18 months

Pay: $42,500.00-$47,400.00 per year

Schedule:

- Monday to Friday

**Language**:

- Mandarin (preferred)

Work Location: In person

Application deadline: 2025-02-10