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Sunnybrook Foundation

Executive Assistant to Exec. Director, Philanthropy

Posted On: November 20, 2023
Closing On: December 1, 2023

Location: 2075 Bayview Avenue, Toronto, Ontario (Hybrid)
Effective: As soon as possible
Employment Type: fulltime
Level: intermediate
Salary Range: $72 -$78K

Title: Executive Assistant, Philanthropy

Department: Advancement

Reports to: Executive Director, Philanthropy

Sunnybrook Foundation inspires lasting support for Sunnybrook Health Sciences Centre, one of Canada’s largest and most dynamic health science centres impacting the lives of the more than 1.3 million patients it sees each year.

Together with our donor community, Sunnybrook Foundation raises critical funds for Sunnybrook’s world class academic health sciences centre to achieve our shared vision to invent the future of health care. With ambitious goals ahead, the Foundation is committed to continuing to grow our results and impact as we help Sunnybrook to raise sights, uncover new possibilities, develop talent, and deliver exceptional care.

We are one team in pursuit of a common purpose – to inspire lasting support for Sunnybrook – and we are guided by our values: Build Connectedness, Act with Integrity, Meaningful Collaboration and Strive for Excellence.

Role Overview:

The role of the Executive Assistant to Executive Director, Philanthropy is to provide support for the effective operations of the organization through the provision of complex and confidential administrative, analytical, research and project management duties supporting major and planned giving. The role requires considerable confidentiality, initiative, tact, and mature and independent judgment.

In addition to supporting the activities of the Executive Director, Philanthropy, the Executive Assistant is a shared resource within the Advancement portfolio (Philanthropy, Transformational Gifts, Campaign, Knowledge Services and Donor Communications, Impact and Accountability) and will be called upon to assist with major projects and team-led activities.

Key Responsibilities:

• Provides administrative support to the Executive Director, Philanthropy (ED) and Major Gift Leadership Team including proactive calendar management, flagging urgent items for follow up, expenses, coding invoices, printing and mailing, and assisting with other activities as requested
• Prepares, facilitates and manages internal and external meetings including scheduling, agendas, briefings, materials such as reports and presentations, information packages, minutes/action items, and logistical support including AV and refreshments/catering
• Triages, prepares and responds to external and internal inquiries and correspondence, including condolence and congratulatory letters
• Maintains ED’s electronic and print files with data-entry, filing and prospect information management on Raiser’s Edge and Digital Edge
• Supports the ED’s fundraising activities by initiating and tracking requests for writing and research, as well as assisting with the production, distribution and storing of Contact Reports and Briefing Notes
• Supports the monitoring of Philanthropy KPIs, pledge collection, and reporting as directed by the ED
• Assists members of the Philanthropy Team and Advancement portfolio on special projects when required
• Other duties as assigned

Skills and abilities required:

• Excellent oral and written communication skills
• Detail oriented and works with a high degree of accuracy
• Highly organized and flexible with the ability to manage and prioritize multiple priorities, tasks and relationships in a fast-paced professional environment
• Self-directed and able to anticipate needs and complete projects with limited supervision
• Maintains confidentiality without exception
• Proven ability to plan and coordinate a full range of informal and formal, small and large meetings and events
• Proven ability to handle sensitive and confidential situations, demonstrate poise, tact and diplomacy
• Analytical and problem solving skills and proven ability to research and summarize information
• Proven ability to provide excellent client service
• High degree of comfort with numbers, balance sheets to prepare financial reports and summaries using advanced excel skills
• Strong interpersonal skills with the ability to build relationships and maintain professionalism
• Embraces change and looks for opportunities for continuous improvement personally and for the organization

Position Requirements:

• College or university degree, or related experience
• 5+ years assisting senior leaders in a complex environment, with a preference to healthcare and/or fundraising environment
• Advanced knowledge of Microsoft Office software suite including especially I Power Point, Excel and Outlook
• Knowledge of Raiser’s Edge, Sharepoint and Adobe Professional Suite are assets
• Interest in healthcare and health sciences research

To submit your application for this exciting role, please submit your resume by applying to the Sunnybrook Foundation careers through this link by December 1, 2023.

We know that everyone’s career journey looks a bit different and experience comes in many forms. If you’re unsure whether your experience matches all of the requirements but still think this would be a great fit, we encourage you to apply.

Sunnybrook Foundation values equity, diversity and inclusion within the workplace and is committed to fostering a work environment where employees can bring their whole selves to work, are valued for their diversity, and feel a sense of belonging.

Sunnybrook Foundation is committed to providing accessible employment practices. If you require accommodations during any stage of the recruitment process, please advise us when submitting your application.

Please be advised that proof of COVID-19 vaccination is required for employment at Sunnybrook. The successful candidate will be asked to provide proof of vaccination prior to their first day of work.