Administrative Assistant

Hamilton Health Sciences Foundation; Hamilton; On-site; CAD 45,000 - 50,000; Full time

Benefits offered by this job

HOOPP pension

Healthcare benefits

Dental benefits

Travel benefits

3 weeks vacation + birthday off

EFAP

Job summary

Hamilton Health Sciences Foundation is seeking an Administrative Assistant to support the Office of the CEO and the broader Foundation team. You will manage calendars, prepare correspondence, and assist with governance activities and events to ensure seamless operations.

You will balance a dynamic workload, deliver donor-focused service, and help connect teams across the Foundation. A detail-oriented, proactive approach and strong communication are essential.

Qualifications

• Post-secondary degree/diploma or equivalent experience in office administration.
• 1 year of related experience in customer service, calendar management, logistical support, and general office administration.
• Excellent written and verbal communication with ability to condense and present information clearly.
• Strong organization and time-management skills with ability to handle multiple priorities.

Responsibilities

• Provide specialized administrative support to the Office of the CEO and serve as a key resource for the team.
• Coordinate executive calendars, meetings, and events; support governance activities and committee work.
• Maintain donor and stakeholder records and ensure donor-centric service to volunteers and partners.
• Foster collaboration across departments and support organization-wide initiatives.

Skills

Calendar management

Communication

Customer service

Organization

Time management

Confidentiality

Microsoft 365

Canva

Adobe Acrobat Pro

CRM experience

Education

Post-secondary degree/diploma in office administration

Tools

Raiser’s Edge/NXT CRM

Job description

Join a team that makes a real difference in the lives of others every day. At Hamilton Health Sciences Foundation, you will play an important role in supporting cutting‑edge healthcare and improving patient outcomes, while being part of a passionate and caring community. We inspire and motivate gifts that fund medical equipment and patient amenities, innovative research initiatives, essential redevelopment of clinical care spaces, and the education and training of health care providers.

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 Joyce Children’s Health Centre are also included.

Hamilton Health Sciences Foundation is building upon a strong foundation of our Culture Code that includes the values of respect, impactful and inspiring.We believe that relationships and partnerships are the basis of excellence in fundraising and have a vision to see a community of inspired and committed donors.Every position in HHSF contributes to a safe, inclusive environment for all through compliance with our equity, diversity and inclusion philosophy and patient and staff safety policies and procedures.

Help Inspire Support at a

Administrative Assistant, Full Time Permanent

We are seeking a highly organized and proactive Administrative Assistant to join our team. In this critical role, you will provide specialized administrative support to the Office of the CEO while also serving as a key resource for the entire Hamilton Health Sciences Foundation (HHSF) team. Your work will help advance the Foundation’s strategic priorities by ensuring seamless operations, fostering collaboration across departments, and delivering an exceptional experience for donors, volunteers, board members, and community partners.

You will thrive in this position if you enjoy managing a dynamic and diverse workload, from coordinating executive calendars and meetings to preparing correspondence, supporting board and committee activities, and assisting with organization‑wide initiatives. As a central point of contact for the Foundation, you will provide responsive, donor‑centric service, ensure a warm and professional welcome for all visitors and stakeholders, and help connect teams across HHSF to achieve shared goals.

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 executive and organizational information as you are coordinating event logistics, supporting governance activities, maintaining donor and stakeholder records, and assisting colleagues across the Foundation. At HHSF, culture is everything. We value inclusivity, curiosity, collaboration, and integrity. If you are motivated by the opportunity to make a meaningful impact and enjoy being a trusted partner to the CEO and a collaborative support to the entire Foundation team, 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 $45,260-49,785, commensurate with experience, along with an annual performance‑based incentive program.
• Our package includes participation in a Defined Benefit Pension Plan (HOOPP), comprehensive healthcare, dental and travel benefits with a Health Services Spending Account, maternity and parental leave top up benefits, and access to the Employee and Family Assistance Program (EFAP).
• We start with three weeks of paid vacation and your birthday off!
• We have a culture to support and encourage continuous professional development and career growth opportunities

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 accordance with the Canadian Charter of Rights and Freedom, Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code. Should any candidate require accommodation in any phase of the recruitment process, please contact Heather Slye (905.521.2100 x 44624 or [e-mail]) for assistance.