Executive Assistant & Operations Officer- Foundation- Full Time

St. Thomas Elgin General Hospital Foundation

Executive Assistant & Operations Officer

Full Time Permanent

Non-Union

Salary: $63,750 - $80,000

 

THE ORGANIZATION:

Ensuring access to essential, life-saving care and equipment and excellence in patient care. That’s what empowers the St. Thomas Elgin General Hospital (STEGH) Foundation team every day. Together, we support our Hospital through fundraising and help provide the heartfelt healthcare our incredible, tight-knit community deserves.

STEGH Foundation was established 1986. Since this time, over $84 million has been invested into St. Thomas Elgin General Hospital (STEGH). STEGH Foundation mobilizes, connects and stewards the community’s philanthropic investments by raising awareness, and supports health care excellence and state-of-the-art equipment, staff education and capital infrastructure technology focused on patient-centered care at STEGH.

To meet the needs of health care delivery today and into the future, STEGH Foundation continues to strategically plan to ensure our hospital’s healthcare teams have the equipment, facilities and resources necessary to respond to the needs of patients and their families so they can receive care close to home.

STEGH Foundation is currently in the early stages of the Transforming Tomorrow (Diagnostic Imaging Campaign), which is an $8 million fundraising campaign to support the purchase and installation of a Magnetic Resonance Imaging (MRI) machine and the enhancement and expansion of the entire Diagnostic Imaging (DI) Suite, making upgrades to the CT, nuclear medicine, x-ray and ultrasound facilities.

Mission, Vision and Values

Mission – To partner with the community to support OUR Hospital in the delivery of an excellent patient care experience

Vision – To inspire a lifetime of philanthropic support for our Hospital

Values – Integrity, Leadership, Community and Results

 

POSITION DESCRIPTION:

The Executive Assistant and Operations Officer supports and reports directly to the President & CEO of the St. Thomas Elgin General Hospital Foundation. This role is responsible for providing a high level of executive administrative support to the President & CEO, the Foundation Board, and Standing Committees, while also overseeing the operational functions within the Foundation. This position plays a critical role in ensuring the smooth operation of the Foundation's office environment by managing administrative tasks, coordinating office processes, and contributing to the overall efficiency and effectiveness of Foundation operations.

The Executive Assistant and Operations Officer will handle highly sensitive and confidential information from both internal and external sources and will assist in donor cultivation, recognition, and stewardship activities to maximize opportunities to develop and sustain the interest and commitment of donors. This position requires a professional donor-centered approach that enhances the effectiveness of the organization and its leadership, with an emphasis on diplomacy, professionalism, respect, and initiative. The individual must display exceptional organizational skills, maintain a self-directed and solution-oriented attitude, and act as a decision-maker within their delegated area of authority.

By ensuring operational excellence and providing senior administrative support, this position is integral to advancing the Foundation’s mission and fostering a collaborative, high-performing environment.

 

RESPONSIBILITIES INCLUDE:

Executive Administrative Support

• Provide high-level executive administration in all areas including, but not limited to: correspondence, reception, filing and record maintenance, word processing, ordering supplies, room bookings, scheduling etc.
• Managing extremely active calendars of appointments for the President & CEO, Foundation Board and Standing Committees.
• Provide logistical support for all meetings, functions and events that the President & CEO attends or arranges.
• Attend to the timely, appropriate production and dissemination of all information required by the Board of Directors and all Committees to ensure groups are well-informed and meetings are well-planned for maximum participation.
• Develop and distribute agendas and minutes.
• Receive and organize communication, correspond with internal and external stakeholders and advise and update team members on pertinent information while utilizing sound judgement skills and maintaining confidentiality.
• Adept at fostering relationships with diverse external and internal stakeholders, including the President & CEO, the Board of Directors, foundation staff, hospital staff, community partners, volunteers, donors, government and members of the public.
• Embrace new challenges and have diverse skills that enable the ability to take on special projects. Superior organizational skills, attention to detail and interpersonal skills, have developed deep expertise in one or more of: online research and analysis; written communications and document production; advanced PowerPoint skills; use of video-conferencing and other virtual meeting technologies; social media; or other areas that add value to the Foundation office.
• Plan, organize and execute as directed.
• Provide administrative support for a variety of projects and committees as directed.
• Act as liaison between the Foundation and St. Thomas Elgin General Hospital assistant, ensuring monthly Foundation reports are prepared and distributed in a timely manner.
• Prioritize conflicting needs, handle matters expeditiously, proactively and follow through on tasks.
• Demonstrated professionalism and respect at all times through phone, email, or face-to-face meetings.
• Provide a bridge for smooth communication between the President & CEO, Board, Standing Committees, staff, and internal departments, demonstrating trust and support to all levels.
• Coordinate catering and other logistical details for meetings/functions as required.
• Assist with summer student applications/reports and terminations.
• Administrative support to the Foundation team when time permits.

 

Operations Oversight

• Oversee the daily operations of the Foundation's office, ensuring office systems run smoothly, supplies are stocked, and equipment is functional.
• Coordinate with hospital facilities staff to address office environment needs, such as repairs or changes to workspace configurations.
• Assist with staff onboarding by ensuring new hires are properly oriented and trained.
• Oversee meeting schedules and boardroom bookings, ensuring that Foundation meetings are well-coordinated.
• Administer the Foundation’s central office supply system and ensure it is maintained efficiently.
• Oversee staff absence reporting and ensure accurate HR documentation (using systems like Kronos) is submitted.
• Manage general office email inboxes and forward relevant correspondence to appropriate team members.
• Assist with events and logistics as needed to ensure successful execution of Foundation functions.
• Support the tracking and reporting of operational data, including metrics related to donor engagement, office efficiency, and project timelines.

 

QUALIFICATIONS & KEY COMPETENCIES:

• Diploma or degree in Business Administration, Office Administration, or a related equivalent program.
• Executive Administration Diploma or equivalent combination of education and experience.
• Minimum of three (3) to five (5) years’ experience at the Executive Administration level, providing support to one or more individuals in an extremely fast-paced environment.
• Previous experience working with volunteers.
• Knowledge of Board Governance is an asset.
• Minute-taking skills are an asset.
• Familiarity with and an aptitude for customizing online software and Raiser’s Edge would be an advantage.
• Strong organizational skills that reflect the ability to seamlessly perform and prioritize multiple tasks with excellent attention to detail.
• Demonstrated ability to establish and maintain productive professional relationships.
• Proven ability to handle confidential information with discretion.
• Ability to adapt to competing priorities while demonstrating the highest level of customer service.
• Corporate Policy and Procedure coordination.
• Self-motivated and able to take initiative and problem-solve with minimal direction.
• Advanced communication skills in both verbal and written communication.
• Advanced computer expertise in Microsoft Office Suite and Time and Attendance systems.
• Strong emotional intelligence and interpersonal sensitivity.
• Demonstrated ethical and trustworthy behavior.
• Service and quality orientation.
• Leadership presence and accountability for actions.
• Problem-solving skills and decision-making abilities.
• Organizational awareness with well-developed organizational skills.
• Ability to demonstrate STEGH Foundation’s core values and code of conduct in all interactions.
• Responsible team player with a pleasant and kind demeanor.
• Strong communication skills (written and verbal).

The above statements are not intended to encompass all functions and qualifications of the position. Rather, they are intended to provide a general framework of the requirements of the position. Employees may be required to perform other functions not specifically addressed in this job description.

St. Thomas Elgin General Hospital Foundation is committed to a barrier-free respectful, accessible and inclusive work place. Upon individual request, the Foundation will endeavour to remove any barrier to the hiring process to accommodate those candidates with disabilities. Please inform us should accommodation be required at any point in the recruitment and selection process.

We thank all applicants who apply for this position, however, only those applicants selected for an interview will be contacted. In accordance with the Freedom of Information and Protection of Privacy Act, personal information will only be used for candidate selection.