Foundation Executive Assistant

at AdventHealth in Hinsdale, Illinois, United States

Job Description

All the benefits and perks you need for you and your family:

· 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)

Our promise to you:

Joining AdventHealth is about being part of something bigger. It’s about belonging to a community that believes in the wholeness of each person, and serves to uplift others in body, mind and spirit. AdventHealth is a place where you can thrive professionally, and grow spiritually, by Extending the Healing Ministry of Christ. Where you will be valued for who you are and the unique experiences you bring to our purpose-minded team. All while understanding that together we are even better.

Schedule: Full Time, 40 Hours

Shift : Day Shift

Location: AdventHealth Hinsdale

The role you’ll contribute:

GENERAL SUMMARY:

The Executive Assistant provides the support necessary for the foundation staff to meet the day-to-day functions of the department. The handling of confidential information is part of daily responsibilities. The Executive Assistant enhances staff by providing appointment scheduling; document preparation and distribution; communication with outside callers and visitors; banking support and special projects as assigned by leadership.

PRINCIPAL DUTIES AND JOB RESPONSIBILITIES :

EXECUTIVE SUPPORT:

· 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. Understands work priorities and handles calls accordingly.

· Assists in creating/editing power point presentations, following up with staff on required data.

APPOINTMENT SCHEDULING:

Schedules and maintains foundation calendars. Notes meeting announcements or changes and updates the calendar.

· Provides necessary logistics for meetings (internal and external) such as agenda, board documents, PPT’s, facilities, catering, accommodations and technical equipment.

· Displays courtesy, flexibility in handling frequent schedule changes. Thinks creatively and finds innovative solutions for fitting critical appointments into complex schedules.

DOCUMENT PREPARATION AND DISTRIBUTION:

· Prepares, edits and distribute reports, agendas, letters, meeting minutes, organizational charts and other documents and clearly marks documents requiring signature.

· Ensure all correspondence and documents have a professional appearance and organized in a clear, concise and professional manner with correct grammar, punctuation and spelling.

COMMUNICATION:

· Manages difficult and demanding situations timely with tact and calmness while promoting peaceful resolutions.

· Communicates with staff, leadership, outside callers and visitors.

· Clearly represents self and the organization in a professional, courteous manner.

· Directs incoming communications according to others schedules and priorities.

ORGANIZATIONAL RESPONSIBILITIES:

· Board & Committee meetings: Assists in logistics (scheduling, food request, AV needs, printing documents, etc.)

· Ensures bank deposits are made in a timely fashion and invoices are paid.

· Performs general duties such as monitoring and ordering standard office supplies, equipment maintenance, accepting and delivering interdepartmental correspondence, and so forth.

· Recommends improvements to processes to enhance department efficiency.

KNOWLEDGE AND SKILLS REQUIRED:

· Windows Applications: Microsoft Outlook, Word, Excel, PowerPoint

· Raiser’s Edge Experience preferred

· Basic computer navigation skills

· Demonstrates ability to adapt to new situations and responsibilities

· Demonstrates problem solving skills

Qualifications

EDUCATION AND EXPERIENCE REQUIRED:

· Associate Degree required.

· 1-3 years professional experience in a non-profit setting preferred.

· Proficiency in Microsoft Office Suite required; advance skills in Excel, Word and Power Point preferred.

· Knowledge of Raiser’s Edge

· 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

This facility is an equal opportunity employer and complies with federal, state and local anti-discrimination laws, regulations and ordinances. The salary range reflects the anticipated base pay range for this position. Individual compensation is determined based on skills, experience and other relevant factors within this pay range. The minimums and maximums for each position may vary based on geographical location.

Category: Administrative

Organization: UChicago Medicine AdventHealth Great Lakes

Schedule: Full-time

Shift: 1 – Day

Req ID: 24023952

We are an equal opportunity employer and do not tolerate discrimination based on race, color, creed, religion, national origin, sex, marital status, age or disability/handicap with respect to recruitment, selection, placement, promotion, wages, benefits and other terms and conditions of employment.