Administrative Assistant

About Us

The Alberta Children’s Hospital Foundation proudly serves as the primary charitable fundraising organization for the Alberta Children’s Hospital and Child Health & Wellness Research at the University of Calgary. Through the support of our donor community, we work alongside the provincial health agencies, the research and innovation community, and other partners to advance impactful child health initiatives across Calgary and throughout Alberta. Over the past two decades, we have proudly invested more than $500 million to advance care and research at the hospital, University of Calgary, Rotary Flames House, and The Summit: Marian & Jim Sinneave Centre for Youth Resilience.  

Child health specialists and researchers in Calgary are redefining what’s possible for sick and injured kids in our community and beyond. Every discovery, every new treatment, and every cure begins with our generous community of donors.  

These donations catalyze initiatives that save and change children’s lives. Each year, we invest millions in the critical programs, advanced technology, and expertise needed to ensure even the most severely ill and injured children receive world-class, compassionate care. At the same time, we provide the resources and unique programming needed to nurture kids’ spirits, helping them cope with their experiences and making their hospital stays as enjoyable as possible. Through investments in research, we also enable scientists to develop new treatments, early interventions, and better cures to benefit kids today and in the years to come. 

Best health, best future for all children and families. 

Our team stays true to ACHF’s ICARE values - Integrity, Collaboration, Authenticity, Respect and Excellence – in everything we do.  These values guide our relationships with donors, partners, the community, and each other, as we work together to ensure the healthiest futures for all children. 

The Opportunity

As a key member of the Community Initiatives and Events (CI) team, the Administrative Assistant provides high-quality administrative support to the Vice President, Development and helps coordinate the projects, initiatives and events that connect our generous community with our mission. This role serves as a first point of contact for the Vice President and CI team, delivering exceptional service to donors, sponsors, volunteers and partners while keeping information, schedules and activities organized.

From preparing fundraising materials and maintaining accurate donor records to supporting signature events such as Candy Cane Gala, RBC Race for the Kids and the Caring for Kids Radiothon, your work will help our team bring meaningful experiences to life.

If you thrive in a fast-paced environment, adapt to changing priorities with flexibility, and take pride in helping a team succeed, we would love to hear from you.

Key Responsibilities

• Serve as a first point of contact for the Vice President, Development and CI team, responding to inquiries and coordinating communications with professionalism, diplomacy and discretion.
• Manage a complex and changing executive calendar, coordinate travel, and prepare correspondence, reports, presentations, expense reports and timesheets.
• Coordinate meeting logistics, including scheduling, room preparation, virtual access and materials; take minutes and follow up on action items.
• Research, draft and prepare fundraising materials, gift proposals, agreements, stewardship reports and general correspondence with accuracy and attention to detail.
• Support donor relations activities, including meetings, recognition events and gift announcements; coordinate mailings and prepare gift-related paperwork.
• Maintain accurate donor communications and activity in Raiser’s Edge, generate reports, and review CI gift records for accuracy, requesting amendments as needed.
• Coordinate administrative processes for the CI and Events team, including credit card reconciliation, expense claims, mileage calculations, receipts and invoicing.
• Support special projects by helping establish objectives, procedures and timelines, coordinating activities and resources, and tracking tasks, milestones and deliverables.
• Prepare weekly project updates and dashboards, follow up on assigned tasks, and identify, document and escalate risks or issues.
• Provide administrative and event support for CI initiatives and signature events, collaborating with colleagues to meet deadlines and deliver a positive experience for donors, sponsors and partners.

As our Ideal Candidate, you have:

• At least five years of administrative experience supporting a team and an executive lead, with a demonstrated ability to anticipate needs and serve as a first point of contact. Experience with project coordination is required; experience supporting community initiatives or events is preferred.
• A diploma or degree in Business Administration, Office Administration, Non-profit Studies or a related program; a suitable combination of education and experience will be considered.
• Strong project coordination, planning and organizational skills, with familiarity with change management principles.
• Experience working with Senior Executives, Board Members and Committee Volunteers.
• Excellent written and verbal communication skills, including proofreading and editing, with strong attention to detail and accuracy.
• The initiative and judgment to work independently, prioritize competing demands and meet deadlines while providing exceptional customer service.
• Professionalism, tact and discretion when working with donors, volunteers, colleagues and other stakeholders or handling sensitive and confidential information.
• Demonstrated database proficiency; experience with Raiser’s Edge is preferred.
• Digital and data literacy, including intermediate to advanced Microsoft Office skills, with the ability to effectively use digital tools, interpret and apply data, and adapt to emerging technologies, including AI and automation, to improve efficiency, innovation, and organizational effectiveness. Experience with Adobe Creative Cloud is preferred.
• As we have implemented a hybrid work arrangement, you must have the ability to work both in office and virtually, being well versed in the tools and technology to be effective in both. 
• A professional approach to administrative work, with pride in providing dependable support and a strong interest in contributing within the team.
• This role requires reliable transportation and a valid driver’s license, as well as flexibility to occasionally work evenings and weekends in support of community fundraising events.

We hope that in reading our job ad, you love who we are, what we do, and are inspired to apply for this role. We are focused on excellence, work hard, and have high expectations of ourselves while engaging and connecting with our exceptional colleagues, donors, partners, and stakeholders.

Join our team. Be a part of something amazing.

To be considered for this opportunity, submit your resume along with a cover letter. Your cover letter should include details about what makes you our ideal candidate, why you want to be a part of our team, and your salary expectations for this role. 

Applications will be accepted until our Ideal Candidate is found.

Our total rewards package includes a salary that is competitive within the not-for-profit sector, extended health and dental benefits, membership in a defined benefit pension plan, an annual flexible spending account allocation, and is based on a thirty-five-hour work week in a hybrid work environment. To learn more about the Alberta Children’s Hospital Foundation, we invite you to visit our website.