Job Description

Administrative Assistant

Permanent, Full-Time

About Belleville General Hospital Foundation

Belleville General Hospital is one of four hospitals within Quinte Health, an integrated system serving a diverse population across a 7,000 square kilometre catchment area. As the fundraising partner for the Belleville General Hospital site, the Belleville General Hospital Foundation supports exceptional, compassionate care by funding leading-edge equipment and expansion projects that benefit patients, families, and the broader community.

The Belleville General Hospital Foundation is currently seeking a permanent, full-time Administrative Assistant to join our operations team. This role is integral to the smooth functioning of the Foundation office and provides administrative, data, event, and executive-level support in a dynamic, mission-driven environment.

Position Summary

The Administrative Assistant is responsible for front-line reception, office operations, donor services and data support, event logistics, and direct administrative support to the Executive Director. The ideal candidate is highly organized, detail-oriented, professional, and comfortable managing multiple priorities while contributing to the Foundation's impact in the community.

Key Responsibilities

Administrative & Executive Support

Provide high-level administrative support to the Executive Director and Foundation staff Coordinate schedules, meetings, travel arrangements, and related logistics Prepare and maintain reports, correspondence, presentations, and internal documentation Support internal planning, tracking, and follow-up for administrative and operational initiatives, including funding requests and purchase orders

Donor Services, Data & Stewardship Support

Serve as the first point of contact for donors, partners, and visitors Process in-memory and in-honour donations in Raiser's Edge, including acknowledgements, next-of-kin correspondence, and Donor and Memorial Wall updates Maintain accurate donor, event, and attendance records, including use of the Raiser's Edge Events module Assist with stewardship reporting, donor lists, and light direct mail activities Support basic data analysis and reporting Prepare bi-weekly payroll records and support internal reporting, ensuring data accuracy, confidentiality, and integrity

Office Operations & Reception

Oversee front-office operations, including reception coverage and phone and email inquiries Manage incoming and outgoing mail, courier services, and office supply inventory Ensure the Foundation office operates efficiently and professionally

Event & Program Support

Assist with back-end logistics for fundraising events and special initiatives Coordinate event materials, communications, and documentation Support post-event follow-up, reporting, and volunteer coordination

Position Requirements

3-5 years of progressive administrative or office coordination experience, preferably in a complex, regulated, or mission-driven organization Experience supporting senior leadership and/or management teams, including meeting coordination, documentation, and records management Strong ability to manage confidential information and competing priorities with professionalism Proficiency with Microsoft Word, Outlook, and Excel, as well as database or CRM systems like Raiser's Edge

Working Conditions

Primarily office-based with minimal physical risk Periods of deadline-driven work Standing for extended periods during events Some travel, evening, and weekend work may be required Non-smoking and alcohol-free environment

Why Join Our Team

Annual Salary: $45,000-$55,000, based on qualifications and experience Hours: 8:30 a.m. - 4:30 p.m. Professional development is encouraged and supported Comprehensive healthcare benefits Healthcare of Ontario Pension Plan (HOOPP) Be part of a small, collaborative team making a meaningful difference in the local community

Application Instructions

Please submit your cover letter and resume (PDF or Word document) by email to:
70agrydziuszko@quintehealth.ca

Application Deadline

Rolling acceptance with an anticipated start date of Tuesday, February 17, 2026.

Job Types: Full-time, Permanent

Pay: $45,000.00-$55,000.00 per year

Work Location: In person