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 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. 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 DonorPerfect 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 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. Assist with the preparation and reconciliation of bank deposits. Assist with pledge payment tracking. Event and Community Engagement Support Coordinate invitation lists, 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. At Quinte Health, our four hospitals unite under the core values of Imagine It’s You, Value Everyone, We All Make a Difference , and Stronger Together. We work as one team to enhance lives, improve access to high-quality care, and build healthier communities—right where people need it most. Nestled in the stunning Prince Edward County—home to 800 km of shoreline, Sandbanks Provincial Park, and a vibrant arts and culinary scene - Prince Edward County Memorial Hospital (PECMH) offers the perfect blend of career growth and quality of life. Our hospital sees over 40,000 patients annually and is evolving into a cutting-edge facility, set to open in 2027. With 24/7 emergency care, expanded diagnostics (including CT), and strong community partnerships, we’re dedicated to exceptional patient care. At PECMH, you’re more than a team member—you’re family. Join a supportive, tight-knit group that values collaboration, celebrates milestones, and makes a real impact every day. Physical Demands Analysis Strength Required Rarely – lifting average 5-10 pounds’ maximum 15 pounds, carrying, pushing/pulling. Mobility Required Often – prolonged sitting; and 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. Applicants requiring accommodation through the recruitment/interview process are encouraged to contact the Human Resources Department at View phone number on click.appcast.io or #J-18808-Ljbffr Socket.dev