Executive Assistant to Foundation President - Dallas

900 Methodist Corporate - Dallas, TX

Full-time - Mid Level

Dallas, TX

11-50 employees

About the position

The position involves providing strategic assistance and executive-level secretarial support to the President of the Methodist Health System Foundation. The role requires a strategic thinker who can manage competing priorities and interact professionally with board members and major donors. The candidate will be responsible for organizing and executing committee and board meetings, as well as providing advanced office technology troubleshooting and problem-solving support.

Responsibilities

• Serve as liaison to Methodist Health System Foundation Board of Trustees, Executive Committee, and Finance Committee.
• Schedule all Foundation board, Executive committee, and Finance committee meetings, prepare materials/packets for board meetings, and set up technology for in-person or remote meetings.
• Attend meetings and maintain minutes of the same.
• Assist Director of Foundation Operations and Board Governance in fulfilling the needs for the MHSF Board by overseeing and/or taking minutes for the MHSF Board and the Board Committees.
• Be the MHSF administrative expert over and responsible for presentations, technology, conference lines, and any related software/hardware setup and troubleshooting for all Board, Committee, Development, and other Foundation-related meetings.
• Organize Board materials by combining several documents of different file types into one PDF, coordinating with the Graphics department for appropriate printing and distribution.
• File and organize documents electronically in appropriate Network folders.
• Assist President with administrative needs, including drafting correspondence and producing correspondence authored by others.
• Answer department phone; open mail and separate into action, reading, and signature folders.
• Schedule meetings/updates calendar and request catering from Methodist Dallas Food Services for meetings requested by Methodist Health System Foundation.
• Communicate/interact professionally with executives, board members, physicians, donors, community leaders, and staff.
• Prepare Accounts Payable expense reimbursement requests and all Foundation invoicing, maintaining a filing system of submitted requests.
• Reconcile Foundation-related expenses for American Express statement.
• Assist the Foundation President in managing external board and community engagement initiatives, including scheduling, preparing materials, coordinating communications, and ensuring timely follow-up on commitments.
• Serve as liaison to Human Resources department, entering time and attendance records for payroll for assigned staff and assisting with paperwork for Human Resources.
• Proofread brochures, proposals, publications, and event materials.
• Address all office issues specifically related to IT, physical plant, and housekeeping.
• Order and organize office and kitchen supplies.

Requirements

• College Degree preferred or Equivalent Experience.
• Minimum of five years secretarial experience working with and reporting to upper level management.
• Intermediate to advanced level of proficiency in computer skills using Microsoft Office.
• Good knowledge of accounting terminology, business English, spelling, punctuation, and mathematics.
• Ability to professionally and effectively communicate (orally and in writing) with all levels.

Nice-to-haves

• Experience using Workday for expense submittals is a plus.

Benefits

• Health insurance coverage
• Paid holidays
• Professional development opportunities
• Flexible scheduling options