Administrative Assistant – Healthcare Foundation

About the role

The Oakville Hospital Foundation is seeking a customer‑oriented Administrative Assistant to support its team and embody the mission of connecting generosity to world‑class community healthcare. This role offers a collaborative environment where fresh thinking and strong execution are valued.

Key responsibilities

• Provide primary reception coverage: answer phones, greet visitors, process donations, and respond to inquiries.
• Support two Vice Presidents with calendar management, scheduling, meeting coordination, expense tracking, and general administrative assistance.
• Order and maintain IT, office, stationery, Foundation materials, and promotional items.
• Open and distribute mail, maintain cash logs, and assist with donation processing procedures.
• Coordinate lottery activity, gift‑in‑kind donations (including alcohol), and holiday/closure communications.
• Assist with meeting and event logistics: room set‑up, catering, agendas, minutes, and follow‑up tracking.
• Prepare and format presentations, reports, correspondence, and confidential documentation.
• Maintain accurate electronic and paper filing systems in compliance with organizational standards.
• Provide general administrative support to Foundation staff, including photocopying, tracking logs, and responding to inquiries.
• Assist with Raiser's Edge database maintenance and high‑volume gift entry.
• Support moves management tracking, staff sign‑up lists, special projects, and organizational initiatives.

Required profile

• Minimum of 2 years experience in an administrative support role, preferably in a healthcare or corporate environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with meeting management and project tracking tools.
• Superior verbal and written communication skills with the ability to interact effectively with senior executives, staff, and external stakeholders.
• Strong organizational and time‑management abilities, capable of handling multiple projects and tight deadlines.
• High degree of discretion and professionalism when handling confidential and sensitive information.

Required skills

• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Raiser's Edge database

What we offer

• Open, motivating, collaborative, and family‑friendly workplace culture.
• Competitive compensation with three weeks of vacation to start and performance‑based increases.
• Pension plan (HOOPP) and comprehensive health benefits.
• Provision of a cellphone and laptop for work use.
• Opportunities for professional development and growth.