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.

Required

• 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 Donor Perfect 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.
• Proven 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.

Working Conditions

• 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.
• Scent-free, non-smoking workplace.

Health and Safety
The Incumbent Will

• Adhere to the Occupational Health and Safety Act.
• Comply with Quinte Health Human Resources policies and procedures.
• Comply with PECMHF policies, procedures, and Human Resources guidelines.

Duties
Executive and Administrative Support

• Serve as the first point of contact for Foundation inquiries by phone, email, and in person.
• Provide confidential administrative support to the Executive Director.
• Manage the Executive Director's calendar, scheduling, travel arrangements, correspondence, and key deadlines.
• Maintain Foundation files, records, policies, procedures, and administrative manuals.
• Coordinate and monitor team action items, organizational critical paths, and project timelines.
• Manage office operations, including supplies, equipment, facilities, mail, and document management.
• Perform other duties as assigned.

Board and Governance Support

• Coordinate Board of Directors, Campaign Cabinet, and committee meetings.
• Prepare 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 the Executive Director and Associate Director of Development in donor cultivation, stewardship, and engagement activities.
• Prepare donor briefing materials, profiles, and meeting packages using information from Donor Perfect database and publicly available sources.
• Assist 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 Donor Perfect.
• 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,…