PO Box 492, Bridgewater, NS, B4V 2X6
902-543-8065
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Executive Assistant/Office Manager Position with the Health Services Foundation

JOB SUMMARY

As a key member of the foundation team, the Executive Assistant/Office Manager is responsible for providing administrative support to the Executive Director and members of the fund raising team. In addition, this position has the overall responsibility for the Foundation’s office management. The Executive Assistant/Office Manager will report to the Executive Director and will work closely with Foundation staff and volunteers, as well as the Finance Database Officer.

PRINCIPLE Responsibilities

Perform a wide variety of administrative support activities, which require the handling of business-sensitive and confidential information.

Serve as the lead support person for the Executive Director including preparing correspondence, scheduling meetings, responding to administrative requests and other duties as assigned.

Provide administrative support to direct fund raising team including capital campaign and major gift initiatives and events, direct mail, donor recognition activities, community events and donor relations.

Track stocks of office supplies and manage supply requisitioning, office equipment procurement, obtain quotes, complete and file purchase requisitions, and code, submit and file invoices.

Maintain office efficiency and work closely with the team to track and implement office policies by recommending opportunities for continuous improvement.

Primary data entry person, produce receipts and acknowledgement letters, update memorial donations and ensure pledge reminders are issued.

Produce event and direct mail letters as necessary.

Participate and collaborate as a member of the foundation team through attendance and active presence at meetings.

Ensure that all cash control measures are up-to-date and being followed on a daily basis. Prepare bank deposits weekly or as needed.

Act as the main IT resource within the Foundation.

Be the main contact for funeral homes and subsequent donations.

Take meeting minutes as required especially for the Board meetings and AGM.

Manage the Bursary program by organizing and attending meetings, take minutes, be in the central contact for all student applications and questions. Create and distribute all student funding. Prepare a report each fall to highlight details of the program.  

Deliver, retrieve and open mail.

Manage all Megamation requests.

Participate in related professional organizations and training to ensure knowledge of emerging trends and industry best practices.

Work in either the Fishermen’s Memorial or South Shore Regional Hospital office location as required by the Executive Director.

Present a positive and professional image to all hospital staff, physicians, Foundation Board, donors and the general public at all times.

Qualifications:

  • High school graduation and an administrative support program diploma.
  • Minimum of five to eight years of related or equivalent employment experience.
  • Demonstrated proficiency, verified by testing, in the following the following areas: Microsoft Office (Outlook, Word, Excel, Power Point), typing, and data entry.
  • Ability to work a regular work day of 8:00AM-4:00PM plus occasional evenings or weekends as needed.
  • Ability to perform the duties of the position.
  • Good work record.
  • Strong written and verbal communications skills.
  • Valid drivers liscense
  • Resourceful and flexible
  • Demonstrated organizational and time management skills.
  • Strong knowledge of office procedures and practices.

Core COMPETENCIES:

  • “Go to” central person within the office
  • Keen attention to Detail
  • Communication
  • Positive Interpersonal Relations
  • Donor Focus
  • Planning and Prioritizing Work
  • Results Orientation
  • Teamwork and Collaboration

PHYSICAL REQUIREMENTS:

While preforming the duties of this job the employee is often required to walk, sit, stand, talk, listen and reach. The employee must have visual acuity to operate a digital camera as well as other office equipment. The employee must be able to hear and speak clearly in order to communicate with donors, coworkers and all hospital staff. The employee must be able to work the occasional evening or weekend as required by the Executive Director.

Upcoming Events

Charm Diamond Centers Giving Circle 2020
Wednesday November 4, 7:00 PM - 9:00 PM
2021 Gift From The Heart Radiothon
Friday February 12, 6:00 AM - 6:00 PM

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Contact Us

90 Glen Allan Drive, Bridgewater, NS, B4V 3S6
Phone: 902-543-8065 or Arleen at 902-543-4604 ext. 2542
E-mail: Click Here

14 High Street, Lunenburg, NS, B0J 2C0
Phone: 902-634-7374
E-mail: Click Here