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Philanthropy Associate (Administrative Assistant) - The Ottawa Hospital Foundation

Apr 05, 2024
Ottawa, Ontario
Philanthropy Associate (Administrative Assistant)

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

Our 22-person Philanthropy team inspires community support for The Ottawa Hospital. Your administrative support will be crucial to make it happen.

If you have administrative experience, and love:
  • Providing administrative support in a fast-paced environment
  • Working with peers to schedule meetings with tight deadlines
  • Making sure information is accurate, down to the small details
  • Following processes and uncovering new efficiencies.
This role is for you.

“Each fundraising team needs dedicated and talented administrative support to move our philanthropic efforts along – from preparing correspondence, to updating our CRM database, scheduling meetings, and much more. If you’re highly organized and proactive, then this role is for you!” – Jennifer Van Noort, Vice-President, Philanthropy

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

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 Ottawa, Ontario.

Language: English essential, French is considered an asset.

Deadline to Apply: We will start reviewing applications on March 15, and will continue reviewing applications and conducting interviews on a rolling basis. We therefore encourage candidates to apply early.

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 $310m 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:
  • Perform general meeting support and calendar management for your team. This includes identifying/resolving calendar conflicts, booking meetings, communicating meeting information to attendees (agenda, location, parking, and other relevant attachments), booking rooms/venues, and coordinating food/catering where applicable.
  • Provide administrative support to a high-level fundraiser, including processing invoices, coordinating signatures, submitting timesheets, etc.
  • Ensure accurately and timely updates to Raiser’s Edge (CRM database).
  • Track actions items and work with your senior fundraiser to ensure their timely completion.
  • Prepare, coordinate and send (if applicable) routine donor correspondence, such as pledge reminders, thank you letters, etc.
  • Help team members prepare for meetings by creating and compiling documents.
  • Provide superior customer service to all TOHF stakeholders (donors, prospects, volunteers, hospital partners, etc.) through email, telephone, and in-person.
  • Rotate in person reception coverage of our front-facing offices at the Civic Campus (1053 Carling Avenue), General Campus (501 Smyth Road), and/or Irving Greenberg Family Cancer Centre (3045 Baseline Road) offices. (Each new hire will be assigned a primary campus of work.)
Knowledge, skills, abilities:
  • Ability to thrive in a dynamic work environment with shifting priorities and time-sensitive deliverables.
  • Superior attention to detail.
  • Ability to communicate clearly and concisely.
  • Strong project management skills and the ability to adapt to changes in projects and timelines.
  • Ability to streamline processes by identifying inefficiencies and implementing solutions, particularly through the innovative use of technology.
  • Exceptional problem-solving skills.
  • 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.

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