Senior Administrative Assistant

Alberta Children s Hospital Foundation; Calgary; Hybrid; CAD 55,000 - 75,000; Full time

Benefits offered by this job

Extended health and dental benefits

Defined benefit pension plan

Annual flexible spending account

Job summary

Alberta Children’s Hospital Foundation seeks a Senior Administrative Assistant to support the Vice President and the Strategic Partnerships leadership team. You will coordinate executive activities, manage calendars, and assist with governance, reporting, and cross-functional initiatives.

The ideal candidate has a diploma or certificate in business administration and at least five years supporting senior leaders in a complex, fast-paced nonprofit. Hybrid work and strong communication are valued.

Qualifications

• Diploma or certificate in Business Administration or related field required/considered with experience.
• Minimum five years supporting senior leaders in a fast-paced environment.
• Ability to anticipate needs, set priorities, and manage competing deadlines.

Responsibilities

• Serve as the primary administrative liaison for the VP Strategic Partnerships and leadership team.
• Manage complex executive calendars, travel, meetings, and deadlines.
• Represent the team professionally with internal and external stakeholders.

Skills

Office administration

Calendar management

Communication

Microsoft 365

SharePoint

Education

Diploma/Certificate in Business Administration

Tools

SharePoint

Microsoft 365

Outlook

Word

Excel

PowerPoint

Teams

Job description

The Alberta Children’s Hospital Foundation proudly serves as the primary charitable fundraising organization for 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 proudly invested more than $500 million to advance care and research at the hospital, University of Calgary, Rotary Flames House, and The Summit: Marian & Jim Sinneave Centre for Youth Resilience.

Child health specialists and researchers in Calgary are redefining what’s possible for sick and injured kids in our community and beyond. Every discovery, every new treatment, and every cure begins with 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, and expertise needed 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 and making their hospital stays as enjoyable as possible. Through investments in research, we also enable scientists to develop new treatments, early interventions, and better cures to benefit kids today and in the years to come.

Best health, best future for all children and families.

Our team stays true to ACHF’s ICARE 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 Strategic Partnerships team, the Senior Administrative Assistant provides high-quality administrative, operational, and executive support to enable the success of the Vice President and the Strategic Partnerships leadership team. This role serves as the central coordination point for executive activities, information management, and departmental operations while supporting strategic initiatives that strengthen partnerships across the health system, government, research, and the community.

The Senior Administrative Assistant also provides administrative support for Foundation initiatives and Government relations activities and serves as a key back-up resource for the Executive Assistant to the CEO and the Board Affairs Officer, ensuring continuity of executive and organizational operations.

As our Ideal Candidate, you have demonstrated initiative, sound judgment, adaptability, exceptional organization, and a passion for delivering outstanding service. If this is you, we’d love to learn more about how you will add value to our team!

Key Responsibilities

• Serve as the primary administrative liaison and central coordination resource for the Vice President, Strategic Partnerships (VPSP) and leadership team, responding to inquiries, coordinating communications, and representing the department with professionalism and discretion.
• Manage complex executive calendars, meetings, travel, competing priorities, and key departmental deadlines, proactively resolving conflicts and escalating matters when appropriate.
• Represent the VPSP and Strategic Partnerships team with professionalism, diplomacy, sound judgment, and exceptional customer service when engaging with internal and external stakeholders.
• Coordinate relationships and meetings with internal leaders and external partners, across the health system, government, research, academia, and the community, including all virtual, hybrid, and in-person meetings, logistics, and materials.
• Prepare agendas, presentations, briefing notes, correspondence, reports, agreements, meeting minutes, and follow-up documentation.
• Facilitate departmental administrative processes, including approvals, contracts, invoices, and expense claims, while handling confidential information with discretion and integrity.
• Administer the department’s SharePoint site and document libraries, maintaining effective file structures, templates, version control, and records-management practices.
• Support departmental systems and technology platforms, maintain accurate stakeholder information, prepare administrative reports, and help improve workflows and system use.
• Advance Strategic Partnerships, Foundation initiatives, government relations, and other cross-functional projects by monitoring timelines, deliverables, action items, communications, and administrative milestones.
• Conduct research and compile background information to support presentations, business planning, strategic initiatives, and decision-making.
• Build collaborative relationships with administrative professionals across the Foundation and partner organizations to support effective communication and coordination.
• Provide backup support for the Executive Assistant to the CEO and Board Affairs Officer.
• Contribute to Foundation-wide initiatives, operational continuity, and continuous improvement.
• Undertake additional projects and organizational priorities as required.

As our Ideal Candidate, you have:

• A diploma or certificate in Business Administration, Office Administration, or a related field; an equivalent combination of education and experience will be considered.
• At least five years of progressively responsible administrative experience supporting senior leaders in a complex, fast-paced organization.
• Proven ability to anticipate needs, establish priorities, manage competing deadlines, solve problems, and exercise initiative within established guidelines.
• Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, with experience administering SharePoint sites, electronic records, business systems, and databases.
• Experience coordinating projects, complex meetings, and executive-level activities involving multiple stakeholders.
• Excellent written and verbal communication, organizational, time-management, and customer-service skills, with exceptional attention to detail.
• Demonstrated professionalism, diplomacy, political acuity, and sound judgment when handling sensitive or confidential matters and representing senior leadership.
• Ability to build productive relationships with senior leaders and diverse internal and external stakeholders, including healthcare, government, research, academic, and community partners.
• Ability to work effectively both in the office and remotely, with flexibility to respond to evolving needs in a hybrid environment.
• Experience in the healthcare, post-secondary, government, or non-profit sector is considered an asset.

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 have high expectations of ourselves while engaging and connecting with our exceptional colleagues, 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
• based on a thirty-five-hour work week in a hybrid work environment