- Company Name
- Hamilton Health Sciences Foundation
- Job Title
- Administrative Assistant, Office of the CEO
- Job Description
-
Job Title: Administrative Assistant, Office of the CEO
Role Summary: Provide high‑level administrative support to the CEO and foundation operations, managing calendars, meetings, documents, board activities, donor interactions, event logistics, and CRM data to advance fundraising and stakeholder engagement.
Expectations:
- Handle a dynamic workload with strict confidentiality and accuracy.
- Deliver exceptional, donor‑centric customer service.
- Collaborate cross‑functionally and anticipate needs proactively.
- Maintain quality, follow‑through, and organizational standards in a fast‑paced environment.
Key Responsibilities:
- Schedule and coordinate the CEO’s calendar and board meetings.
- Prepare, edit, and format documents, reports, and presentations.
- Serve as first point of contact for all inquiries and donor communications.
- Coordinate logistics for fundraising events and other foundation functions.
- Update and manage donor and stakeholder data in CRM (Raiser's Edge/NXT).
- Assist with board material preparation, minutes, and reporting.
- Perform general office administration, data entry, and reporting duties.
- Ensure compliance with confidentiality and security protocols.
Required Skills:
- Superior organization, time‑management, and multitasking.
- Excellent written and verbal communication; strong editing and presentation skills.
- Proficiency in Microsoft 365 (Teams, Outlook, Excel, Word, PowerPoint), Canva, Adobe Acrobat Pro.
- Experience with CRM databases (Raiser's Edge/NXT) preferred.
- Strong analytical, problem‑solving, and initiative‑driven mindset.
- Customer‑service orientation with a donor‑centric approach.
- Effective interpersonal skills and ability to build stakeholder relationships.
- High attention to detail and accuracy.
Required Education & Certifications:
- Post‑secondary degree or diploma in office administration, business, or related field, or equivalent experience.
- Minimum 1 year of experience in customer service, calendar management, logistical support, and general office administration.
- Valid criminal record and security clearance (CRJMC/PVSC) required.