Philanthropy Associate (Foundation)

Southlake Foundation; Newmarket; Hybrid; CAD 36,000 - 46,000; Full time

Job summary

Southlake Health Foundation is seeking a Philanthropy Associate to provide essential administrative, donor-relations support to the CEO, Chief Development Officer, and Major Gifts team. You will help prepare for donor meetings, create materials, manage donor portfolios in Blackbaud Raiser's Edge, and ensure data integrity while fostering a donor-centered culture.

The role involves coordinating meetings, preparing briefs, tracking outcomes, drafting communications, and supporting the Major Gifts

Qualifications

• Bachelor’s degree
• 3+ years of fundraising, experience in major gifts a definite asset
• Experience with Raiser’s Edge or similar CRM is strongly preferred
• Experience supporting executives or senior leaders is an asset
• Excellent written and verbal communication skills
• High attention to detail and accuracy in data and documentation
• Exceptional organizational skills and the ability to manage multiple projects with competing deadlines
• High level of professionalism, discretion, confidentiality and a donor centric mindset
• Proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Comfortable working collaboratively and cross functionally within a mission-driven organization

Responsibilities

• Donor Portfolio Support for Senior Fundraisers
• Coordinate donor and prospect meetings, including scheduling, logistics, room/virtual setup, and confirmation communications
• Prepare calls booked, meeting briefs, agendas, backgrounders and call reports
• Coordinate meeting materials including proposals and presentations
• Track meeting outcome, deliverables and next steps to ensure timely follow up activities
• Assist with drafting donor research, correspondence, letters, emails, proposals, acknowledgements, and stewardship materials
• Ensure timely and professional responses to donor inquiries and requests
• Coordinate donor benevolence activities
• Donor Pipeline & CRM Management
• Enter and maintain accurate donor and prospect information in the CRM (i.e. Blackbaud Raiser's Edge), including actions, proposals, contact reports, and relationship data
• Track moves management activity for CEO and CDO, ensuring timely documentation of donor/prospect interactions
• Provide operational support to Campaign Lead for donor pipeline meetings
• Ensure data is clean, consistent, and aligned with Foundation moves-management practices
• Generate donor lists, reports and queries to support fundraising planning and performance tracking
• Administrative & Operational Support
• Support Campaign Lead in coordinating projects and donor engagement activities in collaboration with Executive Administrator, Major Gifts
• In collaboration with Donor Experience Portfolio, assist with planning for donor events, tours, and small-group meetings as required
• Help maintain internal systems, procedures, and documentation related to donor engagement
• Foundation Team Work as a team player actively promoting a positive and professional work environment and culture
• Conduct role with integrity and respect and with a focus on demonstrating the Foundation’s values
• Act as an ambassador throughout the community, positively representing the Hospital and the Foundation
• Maintain donor and Foundation confidentiality and privacy at all times
• Demonstrate a commitment to exceptional donor experience
• Abide by the Occupational Health and Safety Act, and work in a manner that is safe, reporting incidents immediately to direct supervisor
• Adhere to the policies and procedures of Southlake Health and Southlake Health Foundation
• Perform other duties as assigned in order to meet the overall goals and objectives of the Foundation
• Maintain and advance professional knowledge of and expertise in relevant fields
• Develop and be able to communicate a strong understanding of Southlake’s and the Foundation’s strategic priorities and exemplify Southlake’s shared values: Serving with purpose, Always with compassion, Power of many, Every voice matters, Courage to think differently

Skills

Donor relations

Communication skills

Data accuracy

Organizational skills

Team collaboration

Education

Bachelor’s degree

Tools

Raiser’s Edge

Microsoft Office

Job description

Job Category: Foundation Hospital Location: Newmarket ON Job Type: Permanent, Full time Number of Positions: 1 Minimum - Maximum Hourly Rate: $26.15 - $33.08

Why Join Our Team?

A people-first workplace environment that prioritizes belonging, wellness, and psychological safety. Hybrid, virtual, and in-person working environment (where applicable). Progressive health and dental benefit plans. HOOPP pension plan with employer and employee premium sharing. Enhanced wellness initiatives, including virtual fitness classes and on-site gym memberships.

If you are ready to embrace this exciting challenge and contribute to the success of Southlake Health, we encourage you to apply and be part of our dedicated team, making a difference in the lives of our employees and the community we serve!

The Philanthropy Associate provides essential administrative, operational, and donor-relations support to the CEO, Chief Development Officer, and Major Gifts & Campaigns Team. This role ensures the smooth functioning of major gift fundraising activities by preparing for donor meetings, creating and coordinating materials, managing donor portfolio activity, and supporting data integrity within Blackbaud Raiser's Edge. The ideal candidate is detail-oriented, proactive, collaborative, donor centered and mission driven.

Team The Major Gifts & Campaigns Team plays a critical role in cultivating and building relationships to drive sustainable growth from donors and prospects at $5K+ to enable the Foundation to meet granting commitments to Southlake Health to deliver leading edge care close to home.

ACCOUNTABILITIES & ACTIVITIES

• Donor Portfolio Support for Senior Fundraisers
• Coordinate donor and prospect meetings, including scheduling, logistics, room/virtual setup, and confirmation communications
• Prepare calls booked, meeting briefs, agendas, backgrounders and call reports
• Coordinate meeting materials including proposals and presentations
• Track meeting outcome, deliverables and next steps to ensure timely follow up activities
• Assist with drafting donor research, correspondence, letters, emails, proposals, acknowledgements, and stewardship materials
• Ensure timely and professional responses to donor inquiries and requests
• Coordinate donor benevolence activities undefined
• Donor Pipeline & CRM Management
• Enter and maintain accurate donor and prospect information in the CRM (i.e. Blackbaud Raiser's Edge), including actions, proposals, contact reports, and relationship data
• Track moves management activity for CEO and CDO, ensuring timely documentation of donor/prospect interactions
• Provide operational support to Campaign Lead for donor pipeline meetings
• Ensure data is clean, consistent, and aligned with Foundation moves-management practices
• Generate donor lists, reports and queries to support fundraising planning and performance tracking undefined
• Administrative & Operational Support
• Support Campaign Lead in coordinating projects and donor engagement activities in collaboration with Executive Administrator, Major Gifts
• In collaboration with Donor Experience Portfolio, assist with planning for donor events, tours, and small-group meetings as required
• Help maintain internal systems, procedures, and documentation related to donor engagement
• Foundation Team Work as a team player actively promoting a positive and professional work environment and culture
• Conduct role with integrity and respect and with a focus on demonstrating the Foundation’s values
• Act as an ambassador throughout the community, positively representing the Hospital and the Foundation
• Maintain donor and Foundation confidentiality and privacy at all times
• Demonstrate a commitment to exceptional donor experience
• Abide by the Occupational Health and Safety Act, and work in a manner that is safe, reporting incidents immediately to direct supervisor
• Adhere to the policies and procedures of Southlake Health and Southlake Health Foundation
• Perform other duties as assigned in order to meet the overall goals and objectives of the Foundation
• Maintain and advance professional knowledge of and expertise in relevant fields
• Develop and be able to communicate a strong understanding of Southlake’s and the Foundation’s strategic priorities and exemplify Southlake’s shared values:

• Serving with purpose
• Always with compassion
• Power of many
• Every voice matters
• Courage to think differently

TECHNICAL KNOWLEDGE & SKILLS

• Bachelor’s degree
• 3+ years of fundraising, experience in major gifts a definite asset
• Experience with Raiser’s Edge or similar CRM is strongly preferred
• Experience supporting executives or senior leaders is an asset
• Excellent written and verbal communication skills
• High attention to detail and accuracy in data and documentation
• Exceptional organizational skills and the ability to manage multiple projects with competing deadlines
• High level of professionalism, discretion, confidentiality and a donor centric mindset
• Proficiency in Microsoft Office (Word, Excel, PowerPoint)
• Comfortable working collaboratively and cross functionally within a mission-driven organization

Key Competencies

• Organization and time management
• Administrative excellence
• Communication and writing
• Relationship building
• Initiative and problem‑solving
• Adaptability and teamwork

Southlake Health is fully committed to a culture of belonging and an inclusive environment that encourages every team member to lead within their role, generate innovative ideas that reinforce our mission and goal to create a healthy workplace where our community can thrive. Regular and reliable attendance is an expected requirement of this position. We are committed to a selection process and work environment that is inclusive and barrier‑free. Accommodation will be provided in accordance with the Ontario Human Rights Code. Applicants who may require accommodation during the selection process are encouraged to notify the Human Resources Department when contacted for an interview. The People, Culture and Experience team will work together with the hiring committee to arrange reasonable and appropriate accommodation for the selection process, which will enable you to be assessed fairly and equitably. Use of Artificial Intelligence (AI) We prioritize a people‑first workplace culture which emphasizes equity and an inclusion throughout our hiring process. To ensure fairness and transparency, all applications are reviewed and assessed by our dedicated team of recruiters and hiring managers, not by artificial intelligence (AI). We value the unique perspective each candidate brings to our organization. Health & Safety Workplace Responsibilities It is the responsibility of all Southlake Health employees to work safely and promote health and safety in the workplace. Employees must adhere to the duties of workers, as stipulated in Section28 of the OH&S Act, as well as all Southlake OH&S policies and procedures. Must be able to perform all necessary bona fide duties for the position, as outlined in the position guide. Must review and be capable of performing duties as outlined in the Job Demands Analysis for the position as a condition of offer. Proven ability to attend work regularly as per the Attendance Support Policy. Commitment to Diversity and Inclusion Southlake Health is fully dedicated to employment equity, diversity, and inclusion in our recruitment practices. We welcome candidates who identify with equity‑seeking groups, including women, racialized individuals, Indigenous Peoples, persons with disabilities, and those from the 2SLGBTQ+ community. Any information provided will be kept confidential and used appropriately in our recruitment process. Anti‑Oppression/Anti‑Racism at Southlake Health Southlake Health is committed to having a workforce that is reflective of the diversity of York Region and strongly encourages applications from all qualified individuals, and from those who can provide different perspectives and contribute to a further diversification of ideas. Only candidates selected for an interview will be contacted. Thank you for your submission. We appreciate your interest in joining Southlake Health! Join the Southlake Health Community! Are you ready to build a meaningful career where you and your work truly make a difference? Join us at Southlake Health, where you’ll collaborate with compassionate, motivated professionals who are committed to caring for our communities every day. We’re proud to be recognized as one of Greater Toronto's Top Employers for 2026, one of Canada’s Most Admired Corporate Cultures for 2025, and one of the World’s Best Hospitals for seven years in a row – recognitions that reflect the strength of our people and our workplace culture. For over 100 years, Southlake Health has been dedicated to building healthy communities through innovative care. While many things have changed over the years, our unwavering pride in our people, place, and performance has stood the test of time. With a passionate family of 6,000 medical professionals, staff, volunteers, and students, we work together every day to deliver exceptional care close to home. We are here for everyone who walks through our doors, no matter where they are in their life journey. Our commitment extends beyond our walls, reaching every community we serve. Driven by our heartfelt dedication, we believe that everyone deserves the best care and the best experience. As we look to the future, our vision remains clear: ...