Foundation Executive Assistant

AdventHealth - Hinsdale, IL

Full-time - Entry Level

Hinsdale, IL

Hospitals

About the position

The Executive Assistant at AdventHealth plays a crucial role in supporting the foundation staff to ensure the smooth operation of the department's daily functions. This position involves handling confidential information and providing essential administrative support to enhance the efficiency of the team. The Executive Assistant is responsible for managing appointment scheduling, preparing and distributing documents, and facilitating communication with various stakeholders, including staff, leadership, and external visitors. This role requires a high level of professionalism, discretion, and the ability to manage multiple tasks effectively. In this position, the Executive Assistant will maintain both paper and electronic files of correspondence, documents, reports, and other materials. They will develop and manage the calendar in Outlook, ensuring that key dates, board meetings, and committee meetings are organized and communicated effectively. The role also involves handling incoming phone calls with courtesy and confidentiality, assisting in the creation and editing of PowerPoint presentations, and ensuring that all correspondence is professionally prepared and presented. The Executive Assistant will also be responsible for scheduling and maintaining foundation calendars, providing logistics for meetings, and ensuring that all necessary materials are prepared in advance. This includes managing board and committee meeting logistics, ensuring timely bank deposits, and performing general office duties such as monitoring supplies and equipment maintenance. The ideal candidate will demonstrate problem-solving skills, adaptability, and a proactive approach to their work, contributing to the overall efficiency of the department.

Responsibilities

• Maintains paper and electronic files of all correspondence, documents, reports, and other materials.
• Develops and maintains the calendar in Outlook to establish key dates, board and committee meetings.
• Handles incoming phone calls with professional courtesy, confidentiality, and diplomacy.
• Assists in creating/editing PowerPoint presentations, following up with staff on required data.
• Schedules and maintains foundation calendars, noting meeting announcements or changes and updates.
• Provides necessary logistics for meetings such as agenda, board documents, PPTs, facilities, catering, accommodations, and technical equipment.
• Displays courtesy and flexibility in handling frequent schedule changes.
• Prepares, edits, and distributes reports, agendas, letters, meeting minutes, organizational charts, and other documents.
• Ensures all correspondence and documents have a professional appearance and are organized clearly and concisely.
• Manages difficult and demanding situations timely with tact and calmness while promoting peaceful resolutions.
• Communicates with staff, leadership, outside callers, and visitors in a professional manner.
• Assists in logistics for board and committee meetings, including scheduling and food requests.
• Ensures bank deposits are made in a timely fashion and invoices are paid.
• Performs general duties such as monitoring and ordering standard office supplies and equipment maintenance.

Requirements

• Associate Degree required.
• 1-3 years professional experience in a non-profit setting preferred.
• Proficiency in Microsoft Office Suite required; advanced skills in Excel, Word, and PowerPoint preferred.
• Knowledge of Raiser's Edge preferred.
• Responsive, customer-focused outlook and attitude required.
• Demonstrated ability to use sound judgment when managing sensitive projects and working with volunteers.
• Demonstrated ability to work autonomously, as needed and appropriate with organizational leadership and Foundation board members.
• Detail-oriented with the ability to prioritize, independently structure and organize one's own work, coordinate projects with others, and manage multiple projects simultaneously.
• Excellent collaborative, interpersonal, organizational, and communication skills.
• Proactive, positive, team player.

Nice-to-haves

• Experience with Raiser's Edge software.
• Advanced skills in Microsoft Excel.

Benefits

• Benefits from Day One for FT/PT positions
• Paid Days Off from Day One for FT/PT positions
• Student Loan Repayment Program for FT/PT positions
• Career Development
• Whole Person Wellbeing Resources
• Mental Health Resources and Support
• Debt-free Education (Certifications and Degrees without out-of-pocket tuition expense)