Administrative Assistant

Alberta Children's Hospital Foundation; Calgary; Hybrid; CAD 48,000 - 62,000; Full time

Job summary

Alberta Children’s Hospital Foundation is seeking an experienced Administrative Assistant to support the Vice President, Development and the Community Initiatives team. You will manage calendars, coordinate meetings and travel, draft fundraising materials, and help maintain donor records for impactful community fundraising efforts.

The role emphasizes professionalism, discretion with donor information, and collaboration across teams to ensure successful events like Candy Cane Gala and RBC Race

Qualifications

• Five years of administrative experience supporting a team and executive lead.

Responsibilities

• Serve as first point of contact for the Vice President, Development and CI team.
• Manage complex executive calendar, travel, correspondence, reports and timesheets.
• Coordinate meeting logistics, take minutes and follow up on actions.
• Draft fundraising materials, gift proposals, agreements and stewardship reports.
• Support donor relations, meetings, gifts, mailings and paperwork.
• Maintain donor communications and activity in Raiser's Edge; generate reports.
• Coordinate administrative processes including expenses, mileage, receipts and invoicing.
• Assist with special projects by setting objectives, timelines and tracking deliverables.
• Prepare weekly project updates and dashboards; identify risks or issues.
• Provide admin and event support for CI initiatives and signature events.

Skills

Project coordination

Communication skills

Administrative support

Microsoft Office

Client/donor relations

Calendar management

Event logistics

Education

Diploma or degree in Business Administration / Office Administration / Non-profit Studies

Tools

Raiser’s Edge

Adobe Creative Cloud

Microsoft Office Suite

Job description

The Alberta Children’s Hospital Foundation proudly serves as the primary charitable fundraising organizationfor the Alberta Children’s Hospital and Child Health & Wellness Research at the University of Calgary. Through the support of our donor community, we work alongside the provincial health agencies, the research and innovation community, and other partners to advance impactful child health initiatives across Calgary and throughout Alberta. Over the past two decades, we have proudlyinvested more than$500 million toadvancecare and research at the hospital, University of Calgary, Rotary Flames House, andThe Summit:Marian & Jim SinneaveCentre for Youth Resilience.

Child health specialists andresearchersin Calgary are redefiningwhat’spossible for sick and injured kids in our community and beyond. Every discovery, every new treatment, and every curebeginswith our generous community of donors.

These donations catalyze initiatives that save and change children’s lives. Each year, we invest millions in the critical programs, advanced technology, andexpertiseneeded to ensure even the most severely ill and injured children receive world-class, compassionate care. At the same time, we provide the resources and unique programming needed to nurture kids’ spirits, helping them cope with their experiences andmakingtheir hospital stays as enjoyable as possible. Through investments in research, we also enable scientists to develop new treatments, early interventions, and better cures tobenefitkids today and in the years to come.

Best health, best future for all children and families.

Our team stays true to ACHF’sICARE values-Integrity, Collaboration, Authenticity, Respect and Excellence– in everything we do.These values guide our relationships with donors, partners, the community, and each other, as we work together to ensure the healthiest futures for all children.

The Opportunity

As a key member of the Community Initiatives and Events (CI) team, the Administrative Assistant provides high-quality administrative support to the Vice President, Development and helps coordinate the projects, initiatives and events that connect our generous community with our mission. This role serves as a first point of contact for the Vice President and CI team, delivering exceptional service to donors, sponsors, volunteers and partners while keeping information, schedules and activities organized.

From preparing fundraising materials and maintaining accurate donor records to supporting signature events such as Candy Cane Gala, RBC Race for the Kids and the Caring for Kids Radiothon, your work will help our team bring meaningful experiences to life.

If you thrive in a fast-paced environment, adapt to changing priorities with flexibility, and take pride in helping a team succeed, we would love to hear from you.

Key Responsibilities

• Serve as a first point of contact for the Vice President, Development and CI team, responding to inquiries and coordinating communications with professionalism, diplomacy and discretion.
• Manage a complex and changing executive calendar, coordinate travel, and prepare correspondence, reports, presentations, expense reports and timesheets.
• Coordinate meeting logistics, including scheduling, room preparation, virtual access and materials; take minutes and follow up on action items.
• Research, draft and prepare fundraising materials, gift proposals, agreements, stewardship reports and general correspondence with accuracy and attention to detail.
• Support donor relations activities, including meetings, recognition events and gift announcements; coordinate mailings and prepare gift-related paperwork.
• Maintain accurate donor communications and activity in Raiser’s Edge, generate reports, and review CI gift records for accuracy, requesting amendments as needed.
• Coordinate administrative processes for the CI and Events team, including credit card reconciliation, expense claims, mileage calculations, receipts and invoicing.
• Support special projects by helping establish objectives, procedures and timelines, coordinating activities and resources, and tracking tasks, milestones and deliverables.
• Prepare weekly project updates and dashboards, follow up on assigned tasks, and identify, document and elevate risks or issues.
• Provide administrative and event support for CI initiatives and signature events, collaborating with colleagues to meet deadlines and deliver a positive experience for donors, sponsors and partners.

As our Ideal Candidate, you have:

• At least five years of administrative experience supporting a team and an executive lead, with a demonstrated ability to anticipate needs and serve as a first point of contact. Experience with project coordination is required; experience supporting community initiatives or events is preferred.
• A diploma or degree in Business Administration, Office Administration, Non-profit Studies or a related program; a suitable combination of education and experience will be considered.
• Strong project coordination, planning and organizational skills, with familiarity with change management principles.
• Experience working with Senior Executives, Board Members and Committee Volunteers.
• Excellent written and verbal communication skills, including proofreading and editing, with strong attention to detail and accuracy.
• The initiative and judgment to work independently, prioritize competing demands and meet deadlines while providing exceptional customer service.
• Professionalism, tact and discretion when working with donors, volunteers, colleagues and other stakeholders or handling sensitive and confidential information.
• Demonstrated database proficiency; experience with Raiser’s Edge is preferred.
• Digital and data literacy, including intermediate to advanced Microsoft Office skills, with the ability to effectively use digital tools, interpret and apply data, and adapt to emerging technologies, including AI and automation, to improve efficiency, innovation, and organizational effectiveness. Experience with Adobe Creative Cloud is preferred.
• As we have implemented a hybrid work arrangement, you must have the ability to work both in office and virtually, being well versed in the tools and technology to be effective in both.
• A professional approach to administrative work, with pride in providing dependable support and a strong interest in contributing within the team.
• This role requires reliable transportation and a valid driver’s license, as well as flexibility to occasionally work evenings and weekends in support of community fundraising events.

We hope that in reading our job ad, you love who we are, what we do, and are inspired to apply for this role.We are focused on excellence,work hard,and havehigh expectationsof ourselveswhileengaging and connectingwith ourexceptionalcolleagues, donors,partners, and stakeholders.

Join our team. Be a part of something amazing.

Our total rewards package includes a salary that is competitive within the not-for-profit sector, extended health and dental benefits, membership in a defined benefit pension plan, an annual flexible spending account allocation, and is based on a thirty-five-hour work weekin a hybrid work environment. To learn more about the Alberta Children’s Hospital Foundation, we invite you to visitour website .