Executive Assistant and Foundation Coordinator

Position Summary

The Executive Assistant and Foundation Coordinator is a key representative of the Prince Edward County Memorial Hospital Foundation (PECMHF) and supports the Foundation's mission through exceptional administrative, donor relations, database, financial, and event coordination services. As the first point of contact for many donors, volunteers, community members, and stakeholders, the Executive Assistant and Foundation Coordinator is an ambassador for the Foundation, consistently demonstrating professionalism, discretion, and a commitment to service excellence. The role provides confidential administrative support to the Executive Director while working collaboratively with the Foundation team to support fundraising, donor stewardship, volunteer engagement, governance activities, and special events. The successful candidate is highly organized, detail-oriented, proactive, and capable of managing multiple priorities in a dynamic environment.

About the Role

Works in a confidential environment involving sensitive donor, financial, and organizational information. Regular deadlines and competing priorities require effective time management and adaptability. Occasional evening and weekend work required to support meetings and events (Lieu Time). Occasional travel may be required.

Required Education

Post-secondary education in Office Administration, Fundraising, Business Administration, Communications, or a related field, or an equivalent combination of education and experience.

Experience

• Minimum one to three years of administrative experience, preferably within a not-for-profit, healthcare, fundraising, or development environment.
• Experience supporting senior-level executives and volunteers.
• Experience working with donor management systems such as DonorPerfect considered an asset.
• Experience supporting Board governance activities considered an asset.

Knowledge, Skills, And Abilities

• Exceptional organizational and time management skills with the ability to manage multiple priorities and deadlines.
• Strong written, verbal, and interpersonal communication skills.
• Demonstrated attention to detail, accuracy, and confidentiality.
• Proficiency in Microsoft Office Suite, particularly Word, Excel, Outlook, and PowerPoint.
• Strong analytical and problem-solving abilities.
• Prominent ability to work independently while contributing effectively as part of a team.
• Professional presence and commitment to excellent customer service.
• High degree of integrity, discretion, and sound judgment.
• Ability to build positive relationships with donors, volunteers, Board members, staff, and community stakeholders.

Board and Governance Support

• Cook up and distribute agendas, meeting materials, and supporting documentation.
• Arrange meeting logistics, including technology, refreshments, guest coordination, and room setup.
• Record meeting minutes and monitor follow-up actions to ensure timely completion.
• Support communications with Board members and senior volunteers.

Donor Relations and Stewardship Support

• Prepare donor briefing materials, profiles, and meeting packages using information from DonorPerfect database and publicly available sources.
• Aid with donor correspondence, stewardship activities, gift acknowledgements, and recognition initiatives.
• Support donor meetings, tours, cheque presentations, gift announcements, and cultivation events.
• Respond to donor and stakeholder inquiries in a professional, timely, and accurate manner.
• Support relationships with volunteers, community partners, and other key stakeholders.

Donor Database Management

• Maintain accurate and current donor, prospect, volunteer, and stakeholder records in DonorPerfect.
• Record and track donor interactions, contact reports, stewardship activities, recognition opportunities, and fundraising actions.
• Partner with the Executive Director to ensure timely documentation of donor activity, portfolio updates, and follow-up actions.
• Generate reports, mailing lists, analytics, and other data required to support fundraising and stewardship activities.
• Ensure data integrity and adherence to Foundation standards and procedures.

Financial and Gift Administration

• Process and record donations received through mail, online platforms, e-transfers, gifts of securities, workplace giving programs, walk-ins, and third-party fundraising platforms.
• Issue charitable tax receipts, including year-end consolidated receipts.
• Aid with the preparation and reconciliation of bank deposits.
• Aid with pledge payment tracking.

Event and Community Engagement Support

• Cook up and distribute invitations, registrations, RSVPs, attendance tracking, and event logistics.
• Maintain event records and participation data within DonorPerfect database.
• Represent the Foundation at community events, donor presentations, fundraising activities, and public functions as required.
• Participate in networking and relationship-building activities that support the Foundation's mission.

Physical Demands Analysis

• Strength Required: Rarely – lifting average 5-10 pounds; maximum 15 pounds, carrying, pushing/pulling.
• Mobility Required: Often – prolonged sitting; Required Occasionally – standing and walking on hard surfaces, bending/stooping.
• Dexterity Required: Often – prolonged fine finger movements; Required Frequently – gripping/grasping, eye/hand coordination; and Required Briefly – reaching with both hands.

Equal Opportunity

We thank all interested candidates for their response, however, only those chosen for an interview will be contacted. Quinte Health is an equal opportunity employer committed to meeting needs under the Canadian Charter of Rights and Freedom and the Ontario Human Rights Code. Our Recruitment process follows the Accessibility for Ontarians with Disabilities Act in order to provide a fair and equitable process for all candidates.