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Job Number:  35651
Administrative Assistant, Community Initiatives & Events
Job Posted: Thursday, 8 June 2017
Closing Date: Wednesday, 21 June 2017
(62 days ago)
Alberta Children's Hospital Foundation
Region: Calgary area Type: Full time
Location: Calgary Salary: (not entered)

The Alberta Children’s Hospital Foundation is the official fundraising body for the Alberta Children’s Hospital. As a leader in the not-for-profit sector, the Foundation is dedicated to upholding our “I CARE” values of Integrity, Commitment, Authenticity, Respect and Excellence. Our employees embrace these values and, through their commitment and dedication to excellence, enrich our relationships with our donors, partners, stakeholders, and the community, and support our mission: To inspire our community to invest in excellence in child health, research & family centred care.


Our team truly believes that, together with our community, we can build healthier futures for all our children. We are currently seeking a skilled and dedicated Administrative professional to share our vision.


Administrative Assistant, Community Initiatives & Events

The Administrative Assistant is a key member of the Community Initiative & Events (CI) team, meeting the administrative needs for the Vice President, Development (VP) and completing administrative activities in support of CI projects, initiatives, events and activities, all while delivering high-level service to donors, sponsors and partners. Responsibilities include: acting as the first point of contact for the team; drafting, developing, and producing various fundraising materials, proposals, agreements, letters and reports; updating, maintaining and tracking activity in the Raiser’s Edge database, including data collection and analysis; corresponding with donors, volunteers, internal and external stakeholders; and managing sensitive and confidential information with the utmost discretion.  Support for a range of events is required and will include key activities around our signature event: Candy Cane Gala. This is an ideal role for an individual, who thrives in a fast-paced environment, is well-organized and able to manage multiple administrative projects, and has a strong focus on delivering exceptional customer service.  


Key responsibilities for this role include but are not limited to:

Administrative Support to the VP (20%):

  • Act as the first point of contact for the VP, responding to inquiries via email and by telephone, directing to other team members as appropriate, and escalating to the VP as required.
  • Manage and coordinate a complex and changing electronic calendar, draft correspondence, prepare reports, meeting materials, presentations, and expense reports, maintain timesheets, and other related tasks.
  • Provide logistical support for meetings including the preparation and distribution of meeting materials, scheduling of meeting rooms, conference call coordination, room preparation, travel coordination, minute taking, and appropriate follow-up on action items.

Administrative Support to the Team/Donor Relations (80%):

  • Act as the first point of contact for inquiries directed to the CI team. Respond to telephone and email inquiries from internal and external stakeholders, directing inquiries to other team members and colleagues as appropriate. Contact donors and stakeholders to verify information and support departmental initiatives.
  • Provide administrative support to the team throughout the donor cycle (both prospects and donors) including:
    • Preparing correspondence and completing mail merges;
    • Sending out correspondence and stewardship report mailings;
    • Research and development of written materials including reports, presentations, gift proposals, stewardship reports and general correspondence;
    • Research prospective donors and events;
    • Providing general support for the cultivation, solicitation, stewardship and recognition of existing donors in all programs.
  • Support the planning, coordination and delivery of community initiatives and events as required. Provide specific support for Gift In Kind donations through solicitation, pick up and stewardship after events. This includes collecting of information for acknowledgement or tax receipts by filling out proper documentation for Raisers Edge entry. Attend events as needed to the support the CI and Events team.
  • Maintain accurate and up to date donor records and files in Raiser’s Edge and on the internal network. This includes entering actions, relationships and proposals into RE as instructed and ensuring hard copy documents are scanned and recorded through PaperSave, and keeping on top of returned mail with updated donor information.
  • Develop a solid understanding of ACHF programs initiatives.
  • Additional duties as required and assigned.
  • Build positive relationships with volunteers, prospects, and donors.
  • Maintain a positive and professional image, remaining diplomatic and tactful at all times.



  • 3 years of experience as an Administrative Asssistant, acting as the first point of contact for a team and providing support for both the team and an Executive lead; preference will be given to those with experience in supporting Community Initiatives or Events.
  • Post-secondary diploma or degree in business or office administration, non-profit studies, or other relevant program; suitable combinations of education and experience will be considered.
  • Excellent technical and administrative skills with a focus on accuracy and attention to detail.
  • Well organized and self-motivated with previous experience in independently managing multiple priorities in time-sensitive and dynamic environment.
  • Strong customer service and relationship building skills coupled with a high degree of professionalism, diplomacy, and discretion.
  • Demonstrated excellence in verbal and written communication skills.
  • Previous experience and proficiency in a database is required; Raiser’s Edge proficiency is preferred.
  • Intermediate level skills in Microsoft Office, including Outlook, Excel, Word and Power Point.


The Alberta Children’s Hospital Foundation offers a compassionate and collaborative team environment along with work that is meaningful and focused on excellence. If you are passionate about improving the lives of children and their families, please submit your resume and cover letter along with your salary expectations.


Applications will be accepted until June 21st, 2017.

We thank all candidates for their interest, however, only those selected for interview will be contacted.

How to Apply:
Please mention you saw this posting on WorkInNonProfits.ca.
Please submit your resume and cover letter along with your salary expectations via our website at:

Contact Details:
Alberta Children's Hospital Foundation
2888 Shaganappi Trail NW
Calgary, AB, T3B6A8

Tel: 403-955-7211
Fax: 403-955-8840

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