Senior Administrative Assistant

Alberta Children s Hospital Foundation•Calgary, AB

24d•Hybrid

About The Position

The Alberta Children’s Hospital Foundation is the primary charitable fundraising organization for the Alberta Children’s Hospital and Child Health & Wellness Research at the University of Calgary. They aim to advance child health initiatives through donor support. The Foundation has invested over $500 million in care and research over the past two decades. This role is a key member of the Strategic Partnerships team, providing high-quality administrative, operational, and executive support to the Vice President and the Strategic Partnerships leadership team. The position serves as a central coordination point for executive activities, information management, and departmental operations, while also supporting strategic initiatives. Additionally, the role provides administrative support for Foundation initiatives and Government relations activities, and acts as a key back-up for the Executive Assistant to the CEO and the Board Affairs Officer to ensure operational continuity.

Requirements

A diploma or certificate in Business Administration, Office Administration, or a related field; an equivalent combination of education and experience will be considered.
At least five years of progressively responsible administrative experience supporting senior leaders in a complex, fast-paced organization.
Proven ability to anticipate needs, establish priorities, manage competing deadlines, solve problems, and exercise initiative within established guidelines.
Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, with experience administering SharePoint sites, electronic records, business systems, and databases.
Experience coordinating projects, complex meetings, and executive-level activities involving multiple stakeholders.
Excellent written and verbal communication, organizational, time-management, and customer-service skills, with exceptional attention to detail.
Demonstrated professionalism, diplomacy, political acuity, and sound judgment when handling sensitive or confidential matters and representing senior leadership.
Ability to build productive relationships with senior leaders and diverse internal and external stakeholders, including healthcare, government, research, academic, and community partners.
Ability to work effectively both in the office and remotely, with flexibility to respond to evolving needs in a hybrid environment.

Nice To Haves

Experience in the healthcare, post-secondary, government, or non-profit sector is considered an asset.

Responsibilities

Serve as the primary administrative liaison and central coordination resource for the Vice President, Strategic Partnerships (VPSP) and leadership team, responding to inquiries, coordinating communications, and representing the department with professionalism and discretion.
Manage complex executive calendars, meetings, travel, competing priorities, and key departmental deadlines, proactively resolving conflicts and escalating matters when appropriate.
Represent the VPSP and Strategic Partnerships team with professionalism, diplomacy, sound judgment, and exceptional customer service when engaging with internal and external stakeholders.
Coordinate relationships and meetings with internal leaders and external partners, across the health system, government, research, academia, and the community, including all virtual, hybrid, and in-person meetings, logistics, and materials.
Prepare agendas, presentations, briefing notes, correspondence, reports, agreements, meeting minutes, and follow-up documentation.
Facilitate departmental administrative processes, including approvals, contracts, invoices, and expense claims, while handling confidential information with discretion and integrity.
Administer the department’s SharePoint site and document libraries, maintaining effective file structures, templates, version control, and records-management practices.
Support departmental systems and technology platforms, maintain accurate stakeholder information, prepare administrative reports, and help improve workflows and system use.
Advance Strategic Partnerships, Foundation initiatives, government relations, and other cross-functional projects by monitoring timelines, deliverables, action items, communications, and administrative milestones.
Conduct research and compile background information to support presentations, business planning, strategic initiatives, and decision-making.
Build collaborative relationships with administrative professionals across the Foundation and partner organizations to support effective communication and coordination.
Provide backup support for the Executive Assistant to the CEO and Board Affairs Officer.
Contribute to Foundation-wide initiatives, operational continuity, and continuous improvement.
Undertake additional projects and organizational priorities as required.