Associate, Executive Office (Administrative Assistant) - The Ottawa Hospital Foundation

Jul 31, 2024
Ottawa, Ontario

Join our team to create a better tomorrow for all of us

Our Executive Office engages with our most vital partners. Your administrative support will ensure seamless interactions with the hospital’s senior management team, our donors, Foundation staff, and much more.

If you have administrative experience, and you:

  • Roll with rapidly changing priorities.

  • Anticipate the needs of your team.

  • Make sure information is accurate, down to the small details.

  • Build relationships with key collaborators.

This role is for you.

“The Executive Office is small but formidable seven-person team. You’ll report to my Executive Assistant and will provide administrative assistance to myself and our Associate Vice-President of Strategy and Business Intelligence. We’re looking for a polished and proficient administrative professional. If you’re an organizational powerhouse who can roll with the punches, this role is for you!”  - Tim Kluke, President & CEO

We want YOU by our side to help transform the future of healthcare.


Position Type: Full-time, permanent (37.5 hours per week)

Number of vacancies: 1 vacancy (newly created role)

Number of direct reports: 0

Annual salary: The salary range for this position is $41k-$59k, with a current hiring range of $41k-$48.5k.

Vacation: 3 weeks per annum.

Experience: Preference will be given to candidates with 2-5 years' experience in an administrative and/or fundraising environment.

Benefits: Includes medical benefits (semi-private hospital, extended health care, vision care, dental care); life insurance; employee and family assistance program; defined benefits pension, and much more.

Software: Proficiency with Microsoft Office (Outlook, Word, Excel) and ability to learn new software, particularly Wrike (project management) and Raiser’s Edge (CRM database).

Location: Hybrid options available, with onsite work conducted in Civic Hospital Campus (1053 Carling Avenue, Ottawa, Ontario)

Language: English essential, French is considered an asset.

Deadline to Apply: We will start reviewing applications on July 2, and will continue reviewing applications and conducting interviews on a rolling basis. We therefore encourage candidates to apply early.

Questions? Feel free to schedule a call with Kristen Shier, Human Resource Officer, at

Read on to learn more about us and the future you.


The Ottawa Hospital Foundation has launched the historic $500 million Campaign to Create Tomorrow, a multi-year campaign to support the construction of a new state-of-the-art hospital on Carling Avenue, as well as world-leading medical research. It’s the largest ever fundraising campaign in our region’s history, representing an ambitious vision for the future of healthcare.

“I came from the private sector and was lacking fulfillment. My job was focused on the bottom-line – to make money for a corporation. The Foundation was a welcome change. I connect with the cause, and my work actually matters.”- Natasha De Sousa, Development Officer

The Campaign To Create Tomorrow already has overwhelming community support. Our team of fundraisers have raised $318m since launching the campaign 4 years ago, which includes some of the largest-ever donations in our city’s history.

In this position, you will provide assistance to the Executive Assistant in all aspects of the administration of the Office of the CEO, such as:

  • Perform general meeting support and calendar management for the Executive Office. This includes identifying/resolving calendar conflicts, booking meetings, and communicating meeting information to attendees (e.g., agenda, location, parking, and other relevant attachments).

  • Manage the planning, coordination, and execution of in-person meetings involving the President & CEO (e.g., booking rooms/venues, audio-visual set-up/testing, and coordinating food/catering).

  • Manage and plan the President & CEO’s travel.

  • Provide general administrative support to the Executive Office team, including processing invoices, coordinating signatures, tracking and gathering receipts, submitting timesheets, and drafting agendas/meeting materials for staff meetings.

  • Retrieve donor and prospect information from Raiser’s Edge (our CRM database), in preparation for meetings attended by the President & CEO.

  • Update Raiser’s Edge to capture all meetings/phone calls with donors.

  • Prepare routine correspondence and adhere to communication timelines.

  • Monitor the President & CEO’s public-facing email, and triage/organize accordingly.

  • Track action items on behalf on the President & CEO and ensure their timely completion.

  • Provide superior customer service to all TOHF partners (e.g., donors, prospects, volunteers, hospital partners, etc.) through email, telephone, and in-person.

  • Complete in-person shifts of our reception area, an average once per week.

Knowledge, skills, abilities:

  • Nimbleness is key to this role, as our Associate will need to continually reprioritize work as new requests are made of their team.

  • Superior organizational skills.

  • Exceptional interpersonal skills, and the ability to build/maintain relationships with core collaborators.

  • Strong communication skills, particularly the ability to communicate clearly and concisely.

  • Superior attention to detail.

  • Discretion and confidentiality in handling sensitive information.

  • Ability to streamline processes by identifying inefficiencies and implementing solutions, particularly through the innovative use of technology.

  • Exceptional problem-solving skills and the ability to anticipate the needs of the team you support.

  • A sense of timeliness (i.e., responsiveness).

  • Advanced computer skills in Microsoft Office Suite are required. A strong understanding of Raiser’s Edge and Wrike is considered an asset.

Operational requirements:

  • Willingness and ability to work outside of regular business hours when needed.

  • Willingness and ability to work onsite on short notice.


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