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Executive Assistant

1 day ago

St Catharines, Ontario, Canada Hotel Dieu Shaver (HDS) Foundation Full time

Position Title:
Executive Assistant (Full-Time, Permanent)

Salary Range:
$60,000 - $67,000

About the Foundation

The Hotel Dieu Shaver (HDS) Foundation raises funds to support Hotel Dieu Shaver, Niagara's only rehabilitation hospital serving more than 400,000 residents across Niagara Region. HDS Foundation inspires philanthropic support to enhance patient care, advance rehabilitation services, and build a stronger, healthier community.

As we prepare to launch a major capital campaign, we are seeking a highly organized and professional
Executive Assistant
to join our dedicated team.

Position Overview

The
Executive Assistant
provides senior-level administrative and organizational support to the Executive Director and Board of Directors, while also managing the day-to-day operations of the Foundation office. This role is ideal for someone who excels at organization, communication, and relationship management, and who thrives in a collaborative, mission-driven environment.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Key Responsibilities

Executive Support

  • Provide comprehensive administrative support to the Executive Director, including calendar management, scheduling, correspondence, meeting preparation, and travel coordination.
  • Prepare, proofread, and format letters, reports, presentations, and other documents on behalf of the Executive Director.
  • Assist with the coordination of meetings, donor engagements, stewardship activities, and special projects related to fundraising and campaign activities.

Board and Committee Support

  • Coordinate all logistics for Board and Committee meetings, including scheduling, preparation of agendas, distribution of meeting materials, and meeting minute-taking, which may be held after regular office hours.
  • Maintain accurate records of Board decisions, motions, and governance documents.
  • Serve as a professional liaison between the Foundation and Board members, ensuring timely communication and follow-up on action items.

Office Administration & Customer Service

  • Serve as the first point of contact for visitors, donors, and hospital partners, providing excellent customer service in person, by phone, and via email.
  • Manage the day-to-day operations of the Foundation office, including ordering supplies, processing mail, and coordinating with vendors and hospital departments.
  • Maintain organized filing systems (electronic and hard copy) and ensure adherence to privacy, retention, and confidentiality standards in all aspects of the job.
  • Support the development and implementation of office procedures and administrative systems to improve efficiency and effectiveness.

Financial and Database Support

  • Assist with the preparation of invoices, expense reports, and credit card reconciliations.
  • Support gift processing and data entry in collaboration with the Finance Coordinator.
  • Generate and distribute donor acknowledgment letters as requested by the Executive Director

Other Duties

  • Support Foundation events, meetings, campaign initiatives and donor recognition activities
  • Perform other related duties as assigned to support the Foundation's mission and goals.

Qualifications and Skills

  • Post-secondary education in business administration, communications, or related field preferred.
  • Minimum 3–5 years of administrative experience, preferably supporting senior leadership or working in a nonprofit or healthcare setting.
  • Exceptional organizational skills and attention to detail.
  • Strong written and verbal communication skills, with professionalism and discretion.
  • Demonstrated ability to manage multiple priorities and meet deadlines in a fast-paced environment.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Experience in database systems (e.g., Raiser's Edge or similar) is an asset.
  • Ability to work independently and collaboratively within a small team environment.

Position Details

·     
Full-time (37.5 hours/week) permanent position. Flexibility is required as some evening and weekend work is required. 

·     
Employee health benefits, paid vacation, and participation in the Healthcare of Ontario Pension Plan (HOOPP).

We invite you to join our friendly work environment Please submit your resume and cover letter to Kristina Manzi.

We appreciate all applications received and advise that only those under consideration will be contacted.