Executive Assistant TMC Health Foundation

Administrative Assistant To Vice President/Chief Development Officer

Provides high-level administrative, strategic, and project-based support to the Vice President/Chief Development Officer (VP/CDO) of a healthcare system foundation. This role requires an individual who is proactive, exercises independent judgment, and maintains a high degree of confidentiality while managing the administrative functions of the office and serving as a liaison to internal and external stakeholders, including board members, donors, and senior-level executives. Provides administrative support including campaign tracking, donor correspondence, and preparing packets and reports for fundraising campaigns, including capital campaigns. Experience with donor software or CRMs a strong plus.

Essential Functions:

• Exhibits excellence in customer service through appropriate attitude and interaction with all patients, visitors, and staff.
• Adheres to and supports team members in exhibiting TMCH values of integrity, community, compassion, and dedication.
• Provides direct administrative support for members of Executive Team (CEO, CFO, CNE, VP, etc.) and, on occasion, to members of the Board of Trustees.
• Arranges appointments and meetings; coordinates meeting and agenda materials, maintains calendar for assigned Executive.
• Collects and prepares information for use in discussions and meetings with staff members, customers, and members of the community; records meeting minutes to maintain an accurate record of decisions.
• May staff sensitive Board subcommittees, draft agendas, finalize meeting minutes, and schedule future board committee meetings.
• Screens telephone calls and visitors, responds to enquiries for information and troubleshoots issues that might arise.
• Compiles and computes data and creates reports for presentation to management. Formats special reports and presentations including power points and graphics.
• Drafts office policies and procedures and makes recommendations for changes to ensure operational efficiency.
• Initiates and drafts correspondence and memoranda for VP signature; may also create documents from dictation, verbal direction, or from knowledge of TMCH policy or procedures.
• Coordinates travel arrangements and itineraries directly or through travel agencies for assigned VP and others that might be traveling together for business.
• Administers controls on receipts and acknowledgement of materials and supplies, along with managing purchasing records.
• Adheres to TMCH organizational and department-specific safety, confidentiality, values, policies, and standards.
• Performs related duties as assigned.

Minimum Qualifications:

Education: Associate's degree or an equivalent combination of relevant education and experience. Bachelor's degree strongly preferred.

Experience: Three (3) years of strong administrative staff support work.

Licensure or Certification: None required.

Knowledge, Skills, and Abilities:

Knowledge of office management principles and practices.

Advance skills in organizing tasks and maintaining schedules, calendars, and workflow for large and complex office.

Advance skills in the use of computer applications and Microsoft Office products and in creating databases, power points, and spreadsheets.

Ability to use independent judgment in responding to requests for information, solving operational issues, and maintaining sensitive materials and other office records and files.

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.

Ability to write reports, business correspondence, and procedure manuals.

Ability to effectively present information and respond to inquiries or complaints from employees, patients and/or their representatives, and the general public.

Ability to calculate figures and compute rate, ratio, and percentage and to draw and interpret bar graphs.

Ability to define problems, collect data, establish facts, and draw valid conclusions.

Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.