Senior Administrative Assistant

Description

Job Information

Job Category: Fundraising and Volunteerism

Position Type: Full Time

Experience: 5 - 10 years

Education: Associate Degree

About Us

The Alberta Children’s Hospital Foundation proudly serves as the primary charitable fundraiser for the Alberta Children’s Hospital and Child Health & Wellness Research at the University of Calgary. We also partner with Alberta Health Services and agencies in our community to support child health advancements across our city and province. We truly believe that, together with our community, we can build healthier futures for all children.

Best health, best future for all children and families.

We work in close collaboration with our donors, partners, and stakeholders to ensure that children benefit from cutting-edge research and innovations in care. We are dedicated to upholding our ICARE values of Integrity, Collaboration, Authenticity, Respect and Excellence. While our team is diverse in background, we are united through our ICARE commitment, enriching the relationships that raise and direct funds to support advanced pediatric research, state-of-the-art equipment, and family-centred programs.

The Opportunity

As a key member of the Executive Support Team, the Senior Administrative Assistant will provide essential support to the Vice President, Strategic Partnerships (VPSP) and Board Affairs & Relations Officer for operations, scheduling, and systems. The Senior Administrative Assistant will support the VPSP and Board Affairs & Relations Officer to ensure the Board (including its Committees and Sub-Committees), the Executive team, and other stakeholders have the data, reports, information, and documents required to fulfill the requirements and responsibilities of their role. This includes helping with the collection and distribution of sensitive documents requiring review and approval, both electronically and in person, and assisting with the coordination of Board/Committee meeting logistics, ensuring all materials are prepared and distributed in a timely fashion. In addition, this role will manage and maintain the schedule for the VPSP. The role requires working knowledge of customer relationship management systems, board portals, and SharePoint in order to maintain profiles/data, prepare written materials, presentations, and other documentation, and manage information required for effective operations. This is an excellent role for a detail-oriented individual, focused on quality, and able to manage multiple priorities and deadlines in a high-pressure environment.

We are an amazing team, doing amazing things every day. We would love to learn more about how you will add value to our team!

Key Responsibilities

Through effective communication and by engaging regularly with supervisors to establish priorities, determine allocation of work, and confirm deadlines, the Senior Administrative Assistant will be responsible for:

Operations Support

• Facilitate electronic review, signatures, and approvals for agreements, contracts, expense claims, invoices, and other forms from ACHF, Board, external stakeholder and partner signing authorities. Provide support for the coordination of in person signatures and cheque approvals, when required.
• Assist with the preparation and collation of meeting materials, data, reports, correspondence, presentation decks, and other materials from ACHF team members and external stakeholders to meet deadlines and deliverables for Board/Committee and other stakeholder meetings.
• With guidance from the Board Affairs & Relations Officer, collect information and complete documents to ensure regulatory/compliance requirements are met. This may include Canada Revenue Agency, Service Alberta, Alberta licensing applications, and police information checks.
• Draft standard letters and responses for external correspondence.
• Provide support in coordinating travel arrangements when needed.
• Act as the back-up for the Executive Assistant to the CEO (EA) and/or the Board Affairs & Relations Officer during periods of absence.

Scheduling Support

• Coordinate and ensure effective schedule management practices that balance priorities while maintaining professionalism, diplomacy, and discretion.
• Coordinate meeting logistics including set-up of virtual, hybrid, and in person meetings, venue bookings, catering, AV, and technology requirements.
• Support stewardship and engagement with external system partners by developing positive relationships with key external administrators in order to effectively coordinate scheduling for CEO (with Executive Assistant) and VPSP. Key stakeholders include Alberta Health Services (AHS), UCalgary Executive Leadership, Alberta Children’s Hospital Research Institute (ACHRI) Leadership, and Government of Alberta representatives (including Members of the Legislative Assembly).
• Contribute to healthy governance practices and engagement amongst ACHF Executive Team, ACHF Board, and Board Relations Officer by assisting with:
• Calendar bookings for internal Board/Committee preparation meetings and debriefs, along with preparation meetings and standing calls with Board and Committee Chair.
• Coordination and scheduling of ad hoc, Sub-Committees and/or working groups of the Board.
• Polling, monitoring, and reporting on Director availability for Board/Committee meetings, retreats, and events.

Knowledge Management/Systems/Platforms Support

• Administration of the Board portal (Board Effect) including profile creation, maintenance, permissions, deactivations, collection of meeting responses and attendance administration, report generation, and troubleshooting. Ensure Board portal calendar mirrors Outlook calendar.
• Establish Raiser’s Edge (Customer Relationship Management system) competency in order to maintain Board biographies as well as updates to Board profiles. Support stewardship and data management of system partners/external stakeholders (invitation and mailing lists).
• Effective use of SharePoint to maintain Board/Committee documentation including contact lists, yearly calendars, policies, committee structure charts, and templates. Support the management and storage of meeting minutes and recordings in accordance with retention guidelines.

Our Ideal Candidate

• You have a minimum of eight (8) years of administrative experience providing support at a Senior Management, Executive, or Board level. Previous experience working with Board and Committee Volunteers is required; preference will be given to those with not-for-profit sector experience.
• Your experience is complemented with a diploma or degree in business administration, legal assistant, office administration, or other, relevant program is required. Suitable combinations of education and experience will be considered.
• Your excellent administrative skills are complemented by advanced level proficiency in the Microsoft Office suite including Outlook, Power Point, Excel, and Word, as well as Adobe Acrobat and Adobe Sign. Previous experience and progressive knowledge of customer or donor database systems, board portals, and SharePoint is required; Board Effect and/or Raiser’s Edge experience is an asset.
• With exceptional organizational skills, attention to detail, and the ability to work both independently and collaboratively, you thrive in a fast-paced environment. You effectively manage information from multiple sources and take the initiative to prioritize, plan, and execute on deliverables, making the best use of time and resources to manage multiple and often competing priorities. This is reflected in your demonstrated ability to manage complex and, often conflicting, calendars.
• As a team player who is empathetic, responsive, dependable, and adaptable, you build and maintain positive relationships with staff, volunteers, partners, key administrative contacts, and other stakeholders. These relationships allow you to work collaboratively in responding to challenging timelines and schedules.
• Your superior written and verbal communication skills ensure you can engage various internal and external stakeholders to establish and maintain effective relationships. This is coupled with your persuasive and professional writing, presentation, and communication skills.
• You have the ability to maintain a positive and professional image and remain diplomatic and tactful at all times, with an understanding of confidentiality in dealing with a variety of issues and stakeholders.
• As we have implemented a hybrid work arrangement, you must have the ability to work both in office and virtually, being well versed in the tools and technology to be effective in both.

We hope that in reading our job ad, you love who we are, what we do, and are inspired to apply for this role. While we work hard and have high expectations of ourselves, our strong work ethic is balanced by an enthusiastic sense of humour and the ability to have fun along the way. The entire team at the Foundation truly embraces the mission and vision to enhance care for children and families.

Join our team. Be a part of something amazing.

To be considered for this opportunity, submit your resume along with a cover letter outlining what makes you our ideal candidate and why you want to be a part of our team. In your cover letter, please outline your salary and any other compensation expectations you have.

Applications will be accepted until the end of the day on February 21st, 2024.

Please visit the Alberta Children's Hospital Foundation website for further information about our Team, our Child Health Partners and Funding Priorities, and the Organization.

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