VACANCY: Administrative Assistant

REPORTS TO: Chief of Staff

LOCATION: Toronto, Ontario (hybrid working model)

STATUS: Permanent Fulltime

No. of VACANCIES: 1 (one). This posting is for an existing vacancy for which we are currently undertaking recruitment

SALARY RANGE: $50,000 - $55,000 per annum

Please note: This range reflects the expected compensation for the candidates who meets the stated qualifications. Actual pay may vary based on experience, education, and internal compensation practices.

ABOUT UHN FOUNDATION

Part of University Health Network (UHN), Canada’s #1 hospital, UHN Foundation raises funds for research, education and excellence in patient care at Toronto General and Toronto Western hospitals, Toronto Rehab and The Michener Institute of Education at UHN. Our donor community is UHNITED to help us change the status quo of healthcare – helping recruit and train the brightest medical minds from around the world, develop new treatments for disease, and advance bold medical research.

As of February 2026, UHN’s Toronto General Hospital has been ranked the #2 hospital in the world on Newsweek’s 2026 World’s Best Hospitals list, marking the highest position ever achieved by a Canadian Hospital. This also marks the eighth consecutive year that University Health Network has been ranked as the world’s #1 universally accessible hospital. As Canada's top research hospital, the scope of biomedical research and complexity of cases at UHN have made it a national and international source for discovery, education and patient care.

The Foundation´s vision and mission is to enable global leadership and innovation in health by developing strong relationships with UHN stakeholders. We are committed to supporting UHN's vision to create a healthier world by embodying our values of integrity, accountability, collaboration and inclusion.

Together with our donors, we are helping Canada’s #1 hospital reimagine healthcare.

POSITION SUMMARY

The Administrative Assistant is an integral member of the Foundation’s Office of the CEO team, who demonstrates excellent attention to detail, communication and relationship-building skills. This role works closely with each member the Office of the CEO team to support administrative, operational and fundraising activities that contribute to the successful execution of the team’s deliverables.

KEY RESPONSIBILITIES

Administrative and Operational Support

Collaborate with the Executive Assistant to support the following:

• Support calendar management for the CEO and the Chief of Staff
• Support the scheduling of meetings • Assist with triaging and tracking in-coming calls and emails
• Support the processing of requests, including information gathering and prioritizing follow-up actions
• Assist with meeting logistics (documents/materials, catering)
• Assist with expense and invoice processing
• Assist with the coordination of travel and accommodation bookings as required.
• Assist with internal event coordination for Town Halls, Staff Socials, Staff Retreats

Development Support

Collaborate with the Senior Development Officer to support the following:

• Assist with prospect/donor email correspondence
• Support execution of CEO post-meeting communications
• Support gift administration processes for gift agreements including liaising with the Gifts Administration Team
• Support prospect/donor moves management by entering, updating and retrieving information from the Raiser’s Edge donor database, including Clearance, Call Confirmation, General Actions and pulling lists as needed

Other

• Support the CEO and the Chief of Staff with special projects and other duties as assigned

QUALIFICATIONS & EXPERIENCE

• Post-secondary education or equivalent experience
• One to three years of administrative experience in a fast-paced, results oriented environment
• Exemplary attention to detail, accuracy and eagerness to learn
• Ability to meet daily deadlines while juggling multiple priorities and frequent interruptions
• Strong organizational, multi-tasking and time management skills
• Exceptional interpersonal, communication and relationship building skills
• Positive attitude, demonstrates initiative and exercises absolute discretion with confidential and sensitive information
• Ability to perform routine work independently
• Possess a professional and welcoming presence with evidence of sound judgement, tact and diplomacy
• Computer literacy: Proficient with Microsoft Office Suite (Word, Excel and PowerPoint); familiarity with The Raiser´s Edge or comparable CRM database is an asset

WORK ENVIRONMENT

• Fast-paced, service and results oriented environment
• May have some activity outside of the office to support meetings
• This role will be required to be in office a minimum of 4-5 days per week and will be required to have a safe home office set up for the remainder of the working days (specifics to be planned with your manager).
• Ability to work cooperatively with colleagues in all positions throughout the Foundation
• Shared commitment and support of the overall Foundation goals
  

Alongside competitive salaries, we offer an extensive benefits package, flexible work arrangements, growth and development opportunities, defined benefits pension plan and birth parent/parental leave top-up.

University Health Network thanks all applicants; however, only those selected for an interview will be contacted. UHN has a diverse workforce and is an equal-opportunity employer.

Please note: All applicant screening and evaluation for this role are carried out manually by our recruitment team. We do not leverage AI in any part of the hiring process.

Deadline to Apply: Monday, March 16th, 2026