Executive Administrative Assistant-26365
Description
Job Summary
Performs advanced, diversified, and confidential administrative duties for the President. Serves as liaison with the Board of Directors and their executive assistants. Functions as a facilitator with Foundation staff as it relates to the essential function of running the operational administrative duties.
Job Specific Duties
- Coordinates and performs advanced office/administrative support functions for the President.
- Coordinates and prepares comprehensive materials for board meetings, including agendas, presentations, and supporting documents, ensuring all materials are distributed in a timely manner to board members. Facilitates logistical arrangements, including venue setup, technology needs, and catering, to ensure smooth execution of all board-related activities.
- Receives and screens all visitors and phone calls for President.
- Proactively reviews calendar, schedules appointments/interviews and secures sites for meetings for the President and Board members.
- Prepares letters, reports, memorandums, & presentations that may be highly sensitive and confidential in nature to support the President.
- Prepares and/or edits correspondence and other written materials based upon President’s notes and/or guidance.
- Makes travel arrangements, itineraries, schedules meetings and appointments & maintains calendar to ensure the President efficient time management.
- Submits, organizes, and maintains records of travel and expense reimbursement documents for the President.
- Utilizes data from databases to create requested reports, spreadsheets, and correspondence on a consistent basis.
- Collaborates with the Senior Leadership Team & other contacts to gather data and presentations for internal/external meetings and events.
- Completes and processes Accounting/Finance vouchers and expense reports and ensures accurate accounting of department expenses.
- Coordinates all committee meetings for President. Responsible for taking minutes, preparing agenda, sending out communications, & processing the minutes.
- Takes on special projects as assigned by the President of the Foundation or any members of the leadership team.
Qualifications
Minimum Job Requirements
- 5+ years of administrative experience in non-profit, events, or development/fundraising.
Knowledge, Skills, and Abilities
- Ability to work evenings and weekends.
- Bachelor’s degree in Business, Healthcare or related field preferred.
- Demonstrated ability to prioritize and manage multiple priorities/projects simultaneously in a fast-paced environment and follow through on issues in a timely manner.
- Experience with Microsoft Office Products Outlook, Word, Excel and PowerPoint.
- Publisher and Access experience preferred.
- Database applications; Raiser’s Edge preferred.
- Ability to take and transcribe meeting minutes.
- Ability to learn new software applications.
- Excellent oral, written, interpersonal, and customer service skills.
- Excellent analytical and organizational skills.
- Ability to understand the needs and interests of major donors in order to develop relationships.
- Able to work with high-level executives both inside and outside of the organization.
- Dedication to promoting the Foundation’s fundraising priorities.
- Ability to successfully manage multi-functional or diverse areas under stressful conditions.
- Ability to meet strict deadlines.
- Experience in handling confidential information.
- Ability to work independently.
- Ability to relate cooperatively and constructively with clients and co-workers.
- Ability to identify and manage opportunities to implement LEAN practices when it comes to processes and procedures within the Foundation.
Job
: Clerical/Administrative
Primary Location
: Florida-Miami-NCHS Corporate Headquarters
Department
: NCHF DEVELOPMENT-7100-959952
Job Status: Full Time
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