Job description
POSITION SUMMARY:
Provides executive level office and administrative support to the Vice President and CDO of Development in a professional, efficient, and confidential manner. This is a highly interactive position in a fast paced office which requires excellent customer service skills, initiative, problem-solving, situational awareness, and follow-through. Typical tasks and projects will include coordinating multiple schedules and meetings; managing executive correspondence and communication with donors, medical providers, and other stakeholders; coordinating travel arrangements; overseeing CDO projects and daily tasks; and providing support for presentations and events (building and editing presentations, compiling data, mailing materials, etc.). This is a forward facing position which will also include general office management, team coordination, maintenance of department documentation, collaboration with Development team members, and cooperation and coordination with other internal and external stakeholders.
Position: Executive Assistant
Department: Development Office
Schedule: Full Time
ESSENTIAL RESPONSIBILITIES / DUTIES:
(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).
JOB DESCRIPTION CHARACTERISTICS
EDUCATION:
CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED:
EXPERIENCE:
KNOWLEDGE AND SKILLS:
Req id: 29026
Provides executive level office and administrative support to the Vice President and CDO of Development in a professional, efficient, and confidential manner. This is a highly interactive position in a fast paced office which requires excellent customer service skills, initiative, problem-solving, situational awareness, and follow-through. Typical tasks and projects will include coordinating multiple schedules and meetings; managing executive correspondence and communication with donors, medical providers, and other stakeholders; coordinating travel arrangements; overseeing CDO projects and daily tasks; and providing support for presentations and events (building and editing presentations, compiling data, mailing materials, etc.). This is a forward facing position which will also include general office management, team coordination, maintenance of department documentation, collaboration with Development team members, and cooperation and coordination with other internal and external stakeholders.
Position: Executive Assistant
Department: Development Office
Schedule: Full Time
ESSENTIAL RESPONSIBILITIES / DUTIES:
- Provide executive level administrative support to Vice President of Development, including, but not limited to: scheduling appointments, scheduling meetings, preparing documents, maintaining donor records and documentation, creating reports, spreadsheets, presentation slides or other information requested, using PowerPoint, Word, and Excel.
- Deal discreetly with highly sensitive, confidential written, electronic, and oral communications concerning staff, department, donor, and hospital matters.
- Compose high level correspondence independently and with professional quality. Edit and proofread all written materials and verify the validity of data and documents contained in all reports prior to submission.
- Maintain VP's calendar up-to-date; schedule meetings and appointments with particular attention to preventing scheduling conflicts; make VP business travel arrangements and provide written agendas; coordinate complex scheduling efficiently and effectively while working with cross-department liaisons. Serve as primary administrative and scheduling contact with the President/CEO's office.
- Approach all projects, meetings, and requests in a forward thinking manner; plan ahead to ensure assignments are properly managed, and review calendars to ensure sufficient time for preparatory work and meetings to be completed, for yourself and for those you are supporting; work with key internal partners to create briefings, presentations, internal documentation, etc.
- Manage front to end meeting preparation, including but not limited to the creation of information packages and agenda, ordering of food if required, room set up, and preparation and distribution of minutes and other written documents that are accurate and professional.
- Perform office management functions such as opening and distributing office mail, dealing with external vendors and hospital stakeholders, ordering supplies, coordinating with on campus departments regarding logistical matters and other items as determined by the Vice President of Development.
- Plan, organize and coordinate departmental and donor/volunteer leader meetings or special events, including reserving conference rooms, sending and tracking invitations, procuring food and beverage when needed, and ensuring vendor payment. Set up room and audio-visual equipment (Zoom, conference call if necessary, computer, etc.).
- Assist VP/CDO with donor management; schedule meetings, track communications, and update communications and meetings in donor records in the CRM.
- Maintain departmental files, manuals and records. Regularly update commonly used documents, staff information, and maintain organization of the department G-Drive.
- Handle telephone calls in a professional, courteous speaking manner; determine nature and urgency of all calls and initiate appropriate disposition or refer to the appropriate party.
- Attend and participate in meetings and training as required.
- Act as a liaison with internal and external stakeholders to ensure efficient communications.
- Provide administrative support for special projects; prepare data, improve workflows, and follow-up on projects.
- Manage competing demands and tasks when there is a shift in priorities or unexpected circumstances. This may include but is not limited to: offering assistance to other team members, providing coverage for other areas, adjusting assignments, etc.
- Utilize hospital's behavioral standards as the basis for decision making and to support the department and the hospital's mission and goals.
- Follow established hospital infection control, vaccination, and safety procedures.
- Perform other duties as determined by the VP of Development.
(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).
JOB DESCRIPTION CHARACTERISTICS
EDUCATION:
- Bachelor's Degree or equivalent combination of training and experience
CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED:
- None.
EXPERIENCE:
- (See educational requirements)
KNOWLEDGE AND SKILLS:
- Must be extremely detail oriented and able to perform well under pressure while managing multiple tasks/projects effectively and efficiently.
- Superior written and verbal communication skills; must effectively communicate in a highly professional manner.
- Flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as with outside clients and vendors.
- Ability to problem-solve, triage, independently make decisions, and prioritize tasks.
- Desire to learn and implement knowledge across assigned tasks and workflow.
- Must be adept at using technology and have working knowledge of social networking platforms.
- Fluency with standard Microsoft programs (i.e. MS Word, Excel, PowerPoint, Outlook), CRM, and web browsers.
Req id: 29026
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