Administrative Assistant

DESCRIPTION:

Pan Am Clinic Foundation Inc. is seeking a full-time Administrative Assistant to support the efficient operation of the Foundation’s office and administrative functions. This role is responsible for coordinating day-to-day office activities, supporting development activities, research studies, and community outreach initiatives, and contributing to the Foundation’s mission of improving patient care and quality of life.

The successful candidate will be highly organized, detail-oriented, and comfortable working independently while collaborating with healthcare professionals, Foundation staff, and the public.

KEY RESPONSIBILITIES:

· Act as a positive, professional ambassador for Pan Am Clinic Foundation

· Answer and direct telephone calls; receive and assist visitors

· Process incoming and outgoing mail and electronic correspondence

· Order and maintain office supply inventory

· Compile information and assist with preparation of reports as requested

· Provide administrative support for events, meetings, and community initiatives

· Coordinate day-to-day Foundation logistics

· Assist with the development, documentation, and implementation of Standard Operating Procedures

· Support administrative aspects of research and outreach activities

· Process charitable donations and issue tax receipts using Raiser’s Edge

· Maintain accurate donor records and related documentation

· Review, code, and prepare incoming invoices for Accounts Payable processing

· Prepare and issue Accounts Receivable invoices for research studies and other Foundation activities

· Maintain organized financial and administrative records in accordance with Foundation policies

· Work collaboratively with staff to promote teamwork and operational efficiency

QUALIFICATIONS & EXPERIENCE:

· Post-secondary education in Business Administration or a related field, or equivalent training in applied office skills

· Previous experience in an office or administrative environment

· Experience with basic accounting functions, donor databases (Raiser’s Edge), or financial systems is considered an asset

· Strong organizational skills with the ability to manage multiple priorities and deadlines

· Excellent written and verbal communication skills

· Strong computer proficiency, including Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams)

· Ability to work independently as well as within a team environment

· High level of professionalism and discretion, with demonstrated ability to maintain confidentiality

· Strong interpersonal skills with the ability to interact effectively with healthcare professionals, Foundation staff, and the public

COMPENSATION & CONDITIONS:

· Salary commensurate with education, qualifications, and experience

· This position is subject to a Criminal Record Check and Adult Abuse Registry Check. Any applicable service charges are the responsibility of the successful candidate.

APPLICATION DEADLINE:

May 22, 2026

HOW TO APPLY:

Please email your resume and cover letter as one PDF document to Dana Peteleski, Administrative Manager, [email protected] with the subject line “Administrative Assistant – Foundation”.

Thank you to all applicants for your interest in Pan Am Clinic Foundation Inc. Only those selected for an interview will be contacted.

Benefits:

Company events
Dental care
Extended health care
Life insurance
On-site parking
Paid time off
Vision care
Work Location: In person