Job Specifications
We are seeking a highly organized and proactive Administrative Assistant to join our team, on a 12 month contract. In this role, you will provide specialized support to the Office of the CEO with expanded collaborative support across the entire Foundation. Your work will be key to advancing our Foundation's strategic fundraising goals by keeping operations running smoothly and ensuring stakeholders receive an exceptional experience. You will thrive in this position if you enjoy managing a dynamic workload, from coordinating calendars and meetings to preparing documents and supporting board-related activities. You will also serve as the first point of contact for incoming inquiries, offering donor-centric service and ensuring a warm, professional welcome for all who connect with the Foundation.
The successful candidate is detail-oriented, resourceful, and comfortable balancing multiple priorities in a fast-paced, mission-driven environment. You are as confident handling confidential materials as you are coordinating event logistics, board activities and updating donor information. At the Foundation, culture is everything--we value inclusivity, curiosity, collaboration, and integrity. If you are motivated by the chance to make a meaningful impact and enjoy being at the center of a team's success, this role is for you.
Qualifications:
Post-secondary degree/diploma or equivalent relevant experience in office administration
One (1) year of related experience in customer service, calendar management, logistical support and general office administration
Ability to communicate in a clear and efficient manner
Exceptional writing and editing skills, with the ability to condense and package information in a visually appealing and logical manner
Superior organization, time-management skills, with ability to manage multiple priorities while maintaining quality and following through effectively
Strong analytical and problem solving skills
Self-directed, takes initiative and can work independently and anticipate issues and needs, and address them proactively
Excellent interpersonal skills, with ability to maintain relationships with variety of stakeholders
Ability to provide expectational customer service with a donor-centric approach
Strong political acuity
High attention to detail and accuracy
The ability to handle sensitive information and maintain confidentiality
Strong computer skills with proficiency in Microsoft applications (365, Teams, Excel, Word, PowerPoint, Outlook), CANVA, Adobe Acrobat Pro, data entry into and reporting from database system, and chat and video conferencing programs
Experience with database CRM system's (Raiser's Edge/NXT fundraising software an asset).
Working Hours, Location and Requirements
This position operates Monday to Friday 8:30 am - 4:30 pm, onsite at Hamilton Health Sciences Foundation head office at 1 King Street West, Hamilton, ON.
The nature of the work is such that minimal early morning and evening work is required to attend events and meetings.
A current and satisfactory Criminal Record and Judicial Matters Check (CRJMC) or Police Vulnerable Sector Check (PVSC) is a requirement of employment.
A cleared status by HHS Employee Health Services is a requirement of employment in accordance with Hamilton Health Sciences policy.
Why Us?
We offer a comprehensive total rewards package designed to support your success and well-being:
We provide a competitive hiring range of $21.80-24.35 per hour, commensurate with experience.
This contract opportunity includes 6% of earnings in lieu of vacation, and 13% of earnings in lieu of benefits and statutory holidays. Pay in lieu of benefits will reduce to 9% if already a member of HOOPP or voluntary enrollment in the pension program.
We have a culture to support and encourage continuous professional development and career growth opportunities
How to Apply:
To help us get to know you, please submit a resume and cover letter to HHSFcareers@hhsc.ca by September 29, 2025, outlining why you're interested in this opportunity. If you don't meet all qualifications, we still encourage you to apply--we value potential. Applications will be reviewed and invited for next stages of the recruitment process, as received. We would like to thank all who apply, but only those selected to move forward will be contacted.
The Hamilton Health Sciences Foundation is an inclusive and equal opportunity employer. Our commitment to equity, diversity and inclusion within HHSF reflects a belief that we will make the greatest impact to our mission when everyone can genuinely and fully participate without barriers or exclusion. We are dedicated to creating a workplace reflective of the community we live, work and serve and welcome applications from diverse and equity-deserving groups.
HHSF is committed to providing a barrier-free recruitment process and work environment. Accommodation, if requested, will be provided throughout the recruitment process in accorda
About the Company
We provide vital funding to enable the best possible patient care at Hamilton Health Sciences. As a registered charitable organization, we proudly support patients and families across south-central Ontario, and from outside the region, who receive specialized care at Hamilton Health Sciences including Hamilton General Hospital, Juravinski Hospital and Cancer Centre, McMaster Children's Hospital, and St. Peter's Hospital. The associated programs at the Regional Rehabilitation Centre, McMaster University Medical Centre and Ron...
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