Executive Assistant, Health Foundation

Executive Assistant Health Foundation

Full time Days 8am-5pm

Assists with the planning and implementation of projects and department activities.  Schedules appointments and meetings takes and transcribes meeting minutes and develops correspondence and documents.  Prepares and distributes communications and reports.  Analyzes data and assists Board members as needed and coordinates special projects. Supports budget tracking and payment processing.  and support for External Relations.   Provides various support for external relation activities and provides support to the corporate office and other assistants as directed. 

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job responsibilities performed.

• Serves as recording assistant for various committees and meetings as requested. Duties include scheduling meetings taking and transcribing minutes maintaining corporate minute books and ensuring appropriate and timely follow-up. Prepares meeting materials and mailings and maintains member files.  Prepares and updates the new Board member orientation manual.
• Maintains executive calendars coordinating meetings/appointments with appropriate parties.  Oversees arrangement of meeting schedules dietary and conference rooms and notify attendees. Drafts and composes appropriate and timely correspondence following meetings. 
• Assists in responding to routine letters and inquiries drafting correspondence and producing materials as directed in support of fundraising campaigns.
• Processes mail (copies and logs in donor checks and accompanying correspondence) and handles routine office duties related to Foundation business.  Faxes and e-mails correspondence and documents orders supplies schedules appointments makes travel arrangements maintains office equipment and relieves team members when necessary. 
• Handles acknowledgements for the Foundation and maintains knowledge to run reports or other database inquiries.
• Appropriately handles communication with Board members volunteers donors or prospects.  Shares information on contacts with Board and committee members volunteers donors and prospects as may be required. Documents significant contact information on donors or prospects on Raisers Edge.  Serves as the primary point of contact for all external and internal inquiries regarding the Foundation its fundraising activities and volunteer engagements.
• Schedules arranges and prepares materials for Foundation programs committee meetings donor cultivation or solicitation meetings or tours on campuses. 
• Creates and maintains records files and prospect/donor follow-up systems for the Foundation.  Helps ensure accuracy of information and lists including those for event mailings based on contacts with teams volunteers and constituencies.
• Coordinates copy design and printing of materials and publications including stationery brochures pledge/commitment forms volunteer newsletters and campaign donor listing and event programs. Proofread team materials for accuracy.
• Assists with affiliated volunteer organizations including volunteer/auxiliary groups and serves as liaison. Arrange meetings by requests made by volunteer organizations. 
• Maintains lists of naming opportunities for recognition purposes.  Ensures accuracy of recognition plaque orders and assists with order of donor recognition plaques pins or tribute pieces. Coordinates with appropriate vendors for ordering materials and arranges for installation of donor plaques and participates as needed in donor recognition ceremonies or tours.
• Promote team communication and goals. Accepts other assignments as directed in support of interdepartmental and departmental teamwork and Foundation goals and objectives.
• Submits expense requests including invoices check requests and petty cash requests for payment.
• Assists with high-profile signature events.
• Taking and transcribing minutes; proofreading materials; assisting with mailings; maintains committee and attendee lists in database; attends pre and post meetings for these events.
• Assists in answering telephones screening calls and greeting visitors.
• Works in collaboration to ensure accurate and timely reporting of all department activity and expenses.  Coordinates collecting and entering data into the reporting database.
• Serves as the Foundation Departments Safety Ambassador.  Attend and participate in quarterly Safety Ambassador meetings.  Conducts rounding and submits documents appropriately.
• Perform all other duties as assigned.

Qualifications :

• Associates degree in secretarial science or a minimum of four (4) years previous experience.
• Previous experience in development foundation or healthcare.
• Knowledge of word processing software including Microsoft Word Excel Outlook and Power Point. 
• Familiarity of Raisers Edge or other donor software system useful.
• Strong verbal and written communication skills to communicate effectively with internal and external constituents. 
• Ability to prioritize work assignments handle multiple tasks simultaneously and demonstrate an ability to handle materials and communications of a sensitive and confidential nature. Maintaining confidentiality and compliance with established personnel and department policies is required. 
• Ability to exercise good judgment within the scope of the designated responsibility and authority participating as a part of team to accomplish departmental goals with professionalism and confidentiality.

Additional Information :

All your information will be kept confidential according to EEO guidelines.

Compensation

• Pay Range: $28.82-$40.35
• Other Compensation (if applicable): 
• Review the 2025-2026 UMMS Benefits Guide

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Remote Work :

No

Employment Type :

Full-time