Administrative Assistant to the CEO

The Cobequid Health Centre Foundation is looking for a friendly, highly organized, proactive, detailed-oriented and compassionate professional to join our team as our Administrative Assistant. This role is at the heart of the Foundation, supporting our busy CEO while helping ensure every gift, volunteer, and donor interaction contributes to better care for our community. This role serves as a central coordination point for executive operations, Board and committee governance, donor services, communications, grant tracking, and special initiatives. The ideal candidate is professional, discreet, adaptable, and capable of managing multiple priorities in a fast-paced, mission-driven environment.

If you enjoy helping people, keeping operations running smoothly, and being part of meaningful work that impacts lives, this is the role for you. The work is varied, with each day bringing new challenges and opportunities to make a real difference in the healthcare available to our community.

Key Responsibilites

1) Front Desk Operations & Donor Services

• Serve as the primary point of contact for donors and visitors.
• Manage incoming calls and the Foundation's general email account.
• Accept donations (in person, phone, mail, online) following cash control procedures.
• Conduct donor thank-you calls and prepare pledge and gift agreements.
• Monitor obituaries and funeral notices for tribute information.
• Maintain confidentiality and integrity of donor information.
• Greeting volunteers, supporting and scheduling office and lobby volunteers.

2) Executive & Administrative Support

• Prepare professional documents (i.e., letters, reports, presentations) using established templates.
• Maintain organized electronic and physical filing systems.
• Ensure accuracy and consistency in executive and governance documentation.
• Supporting role in our Imagine Canada Accreditation.
• Maintain records (i.e., resolutions, bylaws, policies, official documentation).
• Manage the CEO's calendar, daily briefings, and call screening.
• Attend meetings as requested; record and distribute accurate minutes.
• Track and follow up on action items.
• Serve as liaison for the CEO with the Board, committees, centre staff, volunteers and stakeholders.
• Coordinate in-person and virtual Board Meetings, AGMs, and Committee Meetings, including agenda preparation, board packages, attendance tracking, and meeting logistics.
• Ensure strong meeting attendance and engagement through proactive coordination.

3.) Communications & Special Initiatives

• Support the distribution and production of scheduled newsletters (i.e., Foundation Friday, Donor and Volunteer Newsletters & Community Impact Guide) using established templates.
• Support Social Media posts production and scheduling by preparing Auction Items of the Day, Holidays & Healthcare 50/50 from an approved template.
• Providing adminstrative support to special events including drafting letter for auctions/participants, collecting auction items, and distributing information.

4.) Grant Research & Application Support

• Research grant opportunities through Grant Connect.
• Track deadlines, eligibility requirements, and reporting timelines.
• Maintain a comprehensive grant tracking system and communicate upcoming opportunities to leadership.
• Support special projects assigned by the CEO.

Qualifications

• Post-secondary education in Business Administration or related field (or equivalent experience).
• Minimum 3-5 years' of progressive administrative experience, preferably in a not-for-profit or healthcare environment.
• Strong experience supporting senior leadership and/or Board governance.
• Excellent organizational, time management, and written/verbal communication skills.
• Demonstrated discretion and ability to manage confidential information.
• High proficiency in Microsoft Office (Outlook, Word, Excel) and virtual meeting platforms.
• Experience with donor database systems and grant tracking systems is an asset.

Core Competencies

• A collaborative team player who thrives in a fast-paced environment and adapts easily to shifting priorities.
• Excellent organizational skills and attention to detail and accuracy.
• Strong interpersonal and stakeholder relationship skills.
• Strong written and verbal communication skills.
• Professional, service-oriented demeanor.
• Ability to manage multiple deadlines.
• Initiative and proactive follow-through.
• Professional judgment and confidentiality.
• Models respectful communication and upholds a culture of trust and professionalism.
• Exhibits maturity and sound judgment in workplace interactions.
• Commitment to always acting in the best interests of the Foundation.

Working Conditions

• In-Person Office-based with front-facing reception responsibilities.
• Occasional evening and weekend work for events and meeting.
• Frequent interaction with donors, volunteers, Board members, and community stakeholders.

This position is ideal for a professional who thrives in a dynamic environment and is motivated by supporting community healthcare through strong administrative leadership and donor stewardship.

APPLY ASAP: We are reviewing applications as they arrive, and qualified candidates will be contacted for interviews as they are identified. This is a 12-month term position, renewable based on performance and organizational needs.

Regular Schedule: Monday to Friday.