CharityVillage

Marketing Associate (Administrative Role)

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

Our 18-person Marketing & Communications team inspires community support for The Ottawa Hospital. And you’ll contribute by leading administrative work to make it all happen.

If you have administrative/project management experience, and love:

• Keeping to-do lists and maintaining calendars

• Making sure information is accurate, down to the small details

• Following processes and uncovering new efficiencies

• Working within supportive and convivial team

This role is for you.

“The Marketing team is a great working environment – the team is relaxed and collegial while still managing to be productive. And it’s fulfilling – I see the impact of my work through the incredible patient stories that our team rolls out.” – Connor Ahluwalia, Visual Media Coordinator (formerly holder of this job)

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

“We’re looking for an organizational powerhouse – the kind of person who instinctively makes to-do lists, someone who throws themselves into a spreadsheet, and someone looking to embrace structure and processes. If we imagine the marketing team as a train, this role is the railway that keeps everyone on track and on schedule.” – John Swettenham, Chief Marketing Officer and the manager for this role

POSITION SNAPSHOT

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

Number of Vacancies: 1 (to backfill a promotion)

Number of Direct Reports: 0

Annual Salary: The salary range for this position is $41,000-$59,000 with a current hiring range of $41,000-$48,500

Experience: We welcome all candidates with relevant administrative and/or project management experience

Pension and Medical 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 more.

Vacation: 3 weeks per annum

Location: On-site work is based out of the Civic Campus (1053 Carling Avenue) with hybrid work-place options available.

Transportation: A driver’s license/private vehicle is not required for this role.

Working hours: Flexibility to start your workday between 7:00am-9:00am, Monday through Friday

Languages: English essential. French is an asset.

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

Deadline to Apply: We will start reviewing applications on September 24th, 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 TOHF-jobs@toh.ca
Read on to learn more about us and the future you.

OUR MISSION: THE CAMPAIGN TO CREATE TOMORROW

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 $336m since launching the campaign 5 years ago, which includes some of the largest ever donations in our city's history.  

WHAT WOULD MY JOB LOOK LIKE?

The successful candidate will:

• Provide general administrative support to the Chief Marketing Officer, including calendar management and scheduling, general meeting support (preparing meeting agendas, recording meeting minutes etc.), and other administrative duties as required (coordinating signatures etc.).

• Tracking meeting actions items, and working with CMO to ensure that deadlines and approvals are met

• Coordinate with the Finance department to arrange the timely payment of invoices, and record each of these expenses in the budget tracking document (Excel)

• Coordinate with vendors to obtain estimates, quotes, and invoices, and coordinate these internal approvals

• Monitor emails received to our main marketing inbox

• Liaise with the hospital’s facilities staff to install/maintain physical and digital marketing assets across The Ottawa Hospital

• Restock marketing collateral (posters & brochures) across our offices, and remove outdated collateral from circulation

• Order swag, promotional items, and branded marketing materials

Knowledge, skills, abilities:

• Proficient organizational skills, and the ability to anticipate the needs of CMO and other managers

• Exceptional problem-solving skills, and the ability to operate with autonomy

• A keen attention to detail, both as it pertains verifying information (invoices etc) and recording information (onto excel, CRM databases etc)

• Project management skills, and the ability to ensure that all tasks are actioned (so nothing falls through the cracks)

• The ability and willingness to learn new software (Wrike, Raiser’s Edge etc.)

• The ability to adapt to changes in priorities and timelines

• Ability to communicate clearly and concisely

• Ability to forge good working relationships with internal and external stakeholders

• Experience in marketing role (or related studies) is preferred (although not a requirement)

Operational requirements:

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