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Company Name:
Alberta Children's Hospital Foundation
Approximate Salary:
Not Specified
Location:
Calgary, Alberta
Country:
Canada
Industry:
Fundraising and Volunteerism
Position type:
Full Time
Experience level:
5 - 10 years
Education level:
Bachelor's Degree

Administrative Assistant

Our team is committed to making incredible things happen every day. Imagine your daily inspiration coming from the stories of hope and courage of children and families cared for at the Alberta Children’s Hospital. Envision that what you do on a day-to-day basis supports this hope and courage, truly making the difference in the life of a sick child and their family. Every year, 102,000 kids from Calgary, across the province and the country, rely on care from our hospital and, at the Alberta Children’s Hospital Foundation, we are honoured to work with the dedicated team of caring professionals at our hospital and even prouder to be a part of the community that shares our vision.

 

As the official fundraising body for the Alberta Children’s Hospital, we truly believe that we can build healthier futures for all our children. We proudly inspire our community to invest in breakthrough research, specialized treatments, family centred child health programs, specialized life-saving equipment and advanced pediatric research and education at our hospital. 

 

Be a part of something amazing. Join our team.                                   

 

 

ADMINISTRATIVE ASSISTANT

 

This role provides critical support for the Chief Operating Officer (COO) and the Strategic Partnerships (SP) team. As the Administrative Assistant to the COO, you will be accountable for supporting the COO in their daily activities to help facilitate smooth operations of the portfolio which includes SP, People Services and Information Systems. As a highly skilled administrative professional, you will manage incoming communications (email, telephone, in person), acting as the first point of contact and department liaison, ensuring critical information is distributed expediently, while monitoring, screening and redirecting as appropriate. Your superior organizational skills and timely follow-up will support the COO and the SP team in meeting deliverables and deadlines as you manage the workflow and priorities; maintain schedules, meetings, reminders, and appointments; complete travel arrangements; research, prepare, and edit correspondence, communications, presentations, reports, agendas and other documents. Working closely with the Director, Strategic Partnerships (DSP), your keen eye for detail and focus on accuracy will ensure data is entered and managed effectively in the grant management database in order to produce the necessary reports and data visualization for the SP team. The role will provide support for the preparation of Board and Board Committee materials; editing and writing skills are imperative.

 As a well-organized, process-oriented administrative professional with the ability to manage a wide range of responsibilities, a focus on service excellence and with demonstrated success in project coordination, this is the ideal role for you.

 

Key responsibilities for this role include but are not limited to:

Schedule Management: Manage and maintain the schedule for the COO and DSP including meetings, appointments, and travel arrangements. Ensure there are no scheduling conflicts and that both the COO and DSP are prepared with applicable materials and informed as to where they need to be and when. Acts as the “gatekeeper”, enabling access to the executive office while maintaining respectful boundaries.


 Prioritization: Research, prioritize conflicting requests and requirements, handle sensitive matters expeditiously and proactively, and follow up on incoming issues or concerns, including those that are confidential in nature. Determine the appropriate course of action, response, or direction.


Communication Liaison: Manage the flow of information to the COO including screening phone calls, sorting mail, summarizing reports and memos, distribution of information. Welcome guests, donors, stakeholders and partners by greeting them in person or on the telephone and by answering or directing inquiries. Work closely with and provide back-up support to the Executive Assistant to the CEO.  Liaise with the Board Affairs & Relations Officer related to board and committee requirements, meetings, and initiatives.


Information Management: Prepare and format information for internal and external distribution for both the COO and the SP team. This may include: assembling meeting materials, writing letters and memos, compiling data for reports, preparing agendas, creating PowerPoint presentations, recording and transcribing meeting notes, managing confidential materials, editing, proofreading, and other preparation duties. The role will provide support to the team in the preparation of meeting materials and completing follow-up to ensure deliverables for the Funding Impact Oversight Committee (FIO) and the Funding Priorities Committee (FPC) are met.


Data Management: Ensure all grant and endowment records are updated and accurately maintained on the new grants management database, as well as providing support through the extraction and management of customized reports, lists, and queries, as needed.


Executive Partnership: Establish a regular meeting routine with the COO to manage priorities, workflow, deliverables, and document execution, providing summary of critical information that requires executive review and attention. Address requests and inquiries on a timely basis ensuring up-to-date communication flow. Act as the project liaise between the COO and DSP to ensure efforts are coordinated and deadlines are met. Support logistics of foundation-wide activities requiring coordination with COO, Director of People Services and Information Technology provider. Maintain confidentiality and exercise discretion with respect to privileged information.


Building Relationships: Represent the office of the COO and the SP team with the utmost professionalism, acting as the first point of contact for external partners including Government, Academia, Medical Research, and Health Services, building rapport with industry colleagues and their assistants.  Cooperative, considerate and tactful communication is paramount to this role.


Professionalism: Demonstrate personal leadership to maintain credibility, trust, and support with all staff. Maintain a positive and professional image, remaining diplomatic and tactful at all times.


Qualifications:

  • At least 5 years of experience as an Administrative Assistant, acting as the first point of contact and anticipating the administrative needs for an Executive lead and a team. Experience with project coordination is required. Previous experience working with Senior Executives, Board and Committee Volunteers is preferred.
  • Relevant post-secondary degree; suitable combinations of education and experience will be considered.
  • Excellent technical and administrative skills with a focus on accuracy and attention to detail.
  • Demonstrated project management, planning, and organizational skills; familiarity with change management principles.
  • Well organized and self-motivated with the ability to make decisions under pressure and independently manage multiple priorities in time-sensitive and dynamic environment.
  • Understanding of confidentiality and demonstrated ability to manage highly sensitive information.
  • Positive relationship building and relationship management skills with a high level of professionalism, tact and diplomacy.
  • Strong written and verbal communication skills with demonstrated proficiency in spelling, punctuation and grammar, proofreading and editing skills, and typing accuracy in the preparation of written and presentation materials.
  • Proven organizational, coordination, and planning skills with demonstrated expertise in schedule and calendar management.
  • Previous experience and demonstrated proficiency in a database is required.
  • Advanced skills in Microsoft Office Suite, high level of proficiency in PowerPoint is preferred.

The Alberta Children’s Hospital Foundation offers a compassionate and collaborative team environment along with work that is meaningful and focused on excellence. If you are passionate about improving the lives of children and their families, please submit your resume and cover letter along with your salary expectations

 

Applications will be accepted until August 18th, 2019.


Please note that this position is being re-posted and all previous applicants will remain under consideration. 

 

We appreciate your continued interest in joining the Alberta Children's Hospital Team and will contact those applicants selected for interview.