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Sr. Administrative Assistant

Contract Type: 

Reports to: VP, Development, Ontario
Department: Development - Ontario


Manage the overall department operations, administration and customer information by supporting the Development team. The Sr. Admin Assistant is fully responsible for the VP’s meeting and travel schedule; interaction with a wide variety of stakeholders, clients, corporate executives, major donors and senior volunteers. This role is responsible for organizational and administrative functions ensuring the efficient operation and cohesiveness of the VP’s office, often on matters of a confidential nature. The position is the first point of contact for the overall department, conveying information and assessing priorities on sensitive and confidential matters related to Development and the Foundation.

Key Accountabilities:

General and Admin Support

    Calendar management including scheduling meetings/appointments and coordinating schedules as required. This includes liaising with various internal and external stakeholders, providing proactive support with regards to preparing and delivering appropriate information, documentation and assistance. Ensuring the exchange of reports, correspondence and any other relative information required in order to support effective inter-departmental and cross Foundation meetings and appointments, including coordinating calendars for team wide activities and meetings
    Proactive and anticipatory management of bring forward items including preparation of agenda’s for upcoming meetings.
    Coordinate all meeting preparations such as ordering food, preparing photocopies of documents, scheduling technical equipment.
    General administrative support including word processing, material and mail distribution, photocopying, opening VP mail, filing, order of office supplies, correspondence, formatting reports and PowerPoint presentations.
    Participates in cross-departmental teams such as the Administrative Assistant Team to ensure the coordination of activities and standards across the Foundation.
    Coordinates weekly status meetings with all direct reports of the VP
    Assists VP and Development team with specific projects/programs as required

Data Coordination and Reporting

    Maintain records in CRM database
    Assist in coordinating and maintaining confidential donor information, including data entry, updating, pulls, uploads and maintaining donor hard files
    Run queries and reports, as required
    Issue receipts to major gift donors in accordance with approved policies, procedures and Canada Revenue Agency rules and regulations
    Budget Coordination
    Process purchase orders and invoices.
    Monitor, track and reconcile program revenue and expense budgets; produce reports as required
    Coordinate collection of Development team departmental expense reports for VP signature
    Coordinate cheque sign-offs and routing through Finance

Development Operations

    Coordinate the processing and distribution of tax receipts
    Distribute relevant donor-centered communications and correspondence with gift acknowledgement and receipting

Donor Relations/Cultivation

    Coordinate the tracking, processing, and fulfillment of inquiries and in preparation for contact with prospective donors and donors
    Provide front-line donor relations, as necessary.
    Provide back-up support for Development team’s coordinators.
    Convincingly integrate the Heart and Stroke Foundation of Ontario’s case for support priorities into external meeting requests
    Ensure that external meeting requests align to funding priorities and include meeting purpose, attendees, rationale, and desired outcome
    Co-ordinate meeting times and schedules based on the highest identified and approved priority areas, prospects, volunteers and supporters


    Coordinate Development team collateral material inventory; manage and execute small group distributions as per marketing strategy or requests from Development team staff, including holiday card and annual report mailings, and other mass distributions.
    Other Responsibilities
    Provide a range of general administrative support to the team, including filing, charitable receipt preparation, and presentation preparation
    Assist in program execution and coordination, including proofreading, response tracking, and post-program follow-up
    Complete projects as necessary
    Support the VP in scheduling, meeting co-ordination and compilation of reports
    Track departmental staff vacation schedules and sick days

Key Challenges/Constraints:

    High degree of multi-tasking
    Complex database / reporting requirements.

Other Requirements:

    2 - 3 years proven senior administration experience and skills
    Superior computer skills; strong knowledge of Microsoft Office and exceptional knowledge of database applications
    Knowledge of Raiser’s Edge or other CRM databases is an asset
    Attention to detail and accuracy
    Multi-tasking, planning and organizing skills
    Initiative & self-starter
    Strong interpersonal and communication skills
    Strong writing and proof-reading skills
    Team worker and independent worker

Please forward your resume to: resumes@hsf.on.ca

Please include the exact job title, including location, in the subject line of your email.

We thank all applicants for their interest in this position however we will only be contacting those selected for interviews.

Candidates from diverse groups are encouraged to apply. This job opportunity may remain posted until the position is filled.

We are committed to fostering an inclusive, barrier-free and accessible environment. If you have been contacted for an interview and require an accommodation due to disability to participate in the recruitment and selection process, please advise us and we will work with you to meet your needs.

Employer Company: 
Heart & Stroke Foundation

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