Senior Administrative Coordinator

Collingwood General & Marine Hospital Foundation; Collingwood; Hybrid; CAD 65,000 - 70,000; Full time

Benefits offered by this job

Vacation 3 weeks

Performance bonus

Summer hours

HOOPP pension

Benefits program

Professional development

Hybrid work flexibility

Job summary

Collingwood General & Marine Hospital Foundation in Collingwood, Ontario, is seeking a Senior Administrative Coordinator to provide executive support and drive our Tomorrow's Hospital campaign. You will manage calendars, coordinate governance activities, and help with fundraising operations.

The role requires strong organizational skills, attention to detail, and the ability to handle multiple projects in a dynamic non-profit environment; some meetings outside the office and occasional

Qualifications

• Post-secondary education in business administration or related field or equivalent experience.
• Minimum 3-5 years of experience in administrative or office management role.
• Strong organizational and time management skills with the ability to handle multiple priorities.
• Advanced proficiency in Microsoft Office Suite and CRM systems.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and attention to detail.

Responsibilities

• Manage the President & CEO’s calendar, scheduling meetings, ensuring meeting materials are prepared in advance and follow up action items noted.
• Assist President & CEO with cultivation and solicitation activities by arranging donor meetings and ensuring information is captured in database.
• Assist with campaign donor relations and stewardship.
• Provide project support to Senior Director, Operations.
• Lead or support special projects as assigned by President & CEO.
• Act as liaison to the Board of Directors and Board Committees; prepare meeting materials, agendas, and minutes.
• Coordinate logistics for Board and Committee meetings, including venue arrangements and technology support.
• Provide administrative support to Board Chair and Committee leaders.
• Provide administrative support to Senior Director, Operations for Board committee activities and governance compliance.
• Act as Human Resources lead for developing and maintaining onboarding packages for new staff, Board and Committee members.
• Provide support for recruitment logistics of staff and volunteers.
• Assist with creation and tracking of strategic plans, annual budget, ongoing financial administration and reporting.
• Assist with coordinating logistics at fundraising, cultivation and donor appreciation events.
• Provide backup support for mail processing, phone coverage and general office tasks.

Skills

Administrative experience

CRM systems

Microsoft Office

Communication skills

Discretion

Attention to detail

Education

Post-secondary education in business administration or related field

Tools

Raiser's Edge CRM

CRM databases

Job description

Reports to: President & CEO

Department: Administration

Location: Collingwood General & Marine Hospital Foundation

Position Type: Full-Time with benefits, working from the Foundation office in downtown Collingwood with some meetings outside of office. Occasional work from home flexibility.

Position Summary

With an upcoming retirement creating a vacancy, the Senior Administrative Coordinator is responsible for providing executive level support and assisting with office operations to enable the Foundation to achieve its top priorities, beginning with the transformational Tomorrow's Hospital campaign. This position manages executive scheduling, supports governance activities, executes stewardship processes, and assists with office administration as we undertake the largest fundraising campaign in South Georgian Bay'shistory.

The Senior Coordinator is a self starter with superior attention to detail and an ability to manage several projects simultaneously in a dynamic environment. The Senior Coordinator will thrive on creating relationships with internal and external stakeholders including senior volunteers, hospital leadership and key donors.

The Senior Coordinator reports to the President & CEO and provides project support to the new Senior Director, Operations. The projected start date is October/November 2026.

Key Responsibilities

Executive Support

• Manage the President & CEO’s calendar, scheduling meetings, ensuring meeting materials are prepared in advance and follow up action items noted.
• Assist President & CEO with cultivation and solicitation activities by arranging donor meetings and ensuring information is captured in database.
• Assist with campaign donor relations and stewardship.
• Provide project support to Senior Director, Operations.
• Lead or support special projects as assigned by President & CEO.

Board & Committee Support

• Act as liaison to the Board of Directors and Board Committees; prepare meeting materials, agendas, and minutes.
• Coordinate logistics for Board and Committee meetings, including venue arrangements and technology support.
• Provide administrative support to Board Chair and Committee leaders.

Operations Support

• Provide administrative support to Senior Director, Operations for Board committee activities and governance compliance.
• Act as Human Resources lead for developing and maintaining onboarding packages for new staff, Board and Committee members.
• Provide support for recruitment logistics of staff and volunteers.
• Assist with creation and tracking of strategic plans, annual budget, ongoing financial administration and reporting.
• Assist with coordinating logistics at fundraising, cultivation and donor appreciation events.
• Provide backup support for mail processing, phone coverage and general office tasks.

Qualifications & Experience

• Post-secondary education in business administration or related field or equivalent experience.
• Minimum 3-5 years of experience in administrative or office management role.
• Strong organizational and time management skills with the ability to handle multiple priorities.
• Advanced proficiency in Microsoft Office Suite and CRM systems.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and attention to detail.

Bonus Points For

• Experience in non-profit, hospital or healthcare administration.
• Familiarity with South Georgian Bay communities.
• Experience with Raiser's Edge CRM.

Core Competencies

• Organization & Accuracy: Ability to manage complex schedules and maintain precise records.
• Problem-Solving: Resourceful and proactive in addressing challenges.
• Collaboration: Works effectively with leadership, staff, and volunteers.
• Adaptability: Thrives in a dynamic, fast-paced environment.

What We Offer

• Hiring range is $65,000-70,000
• Three weeks annual vacation to start
• Eligibility for performance bonus
• Summer hours
• Defined benefit HOOPP pension plan
• Comprehensive benefits program
• Professional development opportunities
• Occasional work from home flexibility

Who We Are

The Collingwood General & Marine Hospital Foundation is in the midst of an exciting $100+ million campaign to help build Tomorrow's Hospital: a new, state-of-the-art facility designed to meet the growing healthcare needs of South Georgian Bay.

With community support at the heart of our mission, we inspire individuals, families, businesses, and organizations to realize this once in a lifetime vision.

This is the opportunity to join our growing team as we continue to make strides in our transformative capital campaign, in a beautiful location with talented, collaborative and dedicated teammates. More information can be found at:

https://cgmhf.com/

https://cgmhf.com/tomorrowshospital/