Executive Administrative Assistant - Nicklaus Children's Health System

Job Summary

Performs advanced, diversified, and confidential administrative duties for the President. Serves as liaison with the Board of Directors and their executive assistants. Functions as a facilitator with Foundation staff as it relates to the essential function of running the operational administrative duties.

Job Specific Duties

• Coordinates and performs advanced office/administrative support functions for the President. 
  
• Coordinates and prepares comprehensive materials for board meetings, including agendas, presentations, and supporting documents, ensuring all materials are distributed in a timely manner to board members. Facilitates logistical arrangements, including venue setup, technology needs, and catering, to ensure smooth execution of all board-related activities.
  
• Receives and screens all visitors and phone calls for President.
  
• Proactively reviews calendar, schedules appointments/interviews and secures sites for meetings for the President and Board members.
  
• Prepares letters, reports, memorandums, & presentations that may be highly sensitive and confidential in nature to support the President. 
  
• Prepares and/or edits correspondence and other written materials based upon President’s notes and/or guidance. 
  
• Makes travel arrangements, itineraries, schedules meetings and appointments & maintains calendar to ensure the President efficient time management. 
  
• Submits, organizes, and maintains records of travel and expense reimbursement documents for the President. 
  
• Utilizes data from databases to create requested reports, spreadsheets, and correspondence on a consistent basis. 
  
• Collaborates with the Senior Leadership Team & other contacts to gather data and presentations for internal/external meetings and events. 
  
• Completes and processes Accounting/Finance vouchers and expense reports and ensures accurate accounting of department expenses. 
  
• Coordinates all committee meetings for President. Responsible for taking minutes, preparing agenda, sending out communications, & processing the minutes. 
  
• Takes on special projects as assigned by the President of the Foundation or any members of the leadership team. 

Minimum Job Requirements

• 5+ years of administrative experience in non-profit, events, or development/fundraising.

Knowledge, Skills, and Abilities

• Ability to work evenings and weekends.
  
• Bachelor’s degree in Business, Healthcare or related field preferred.
  
• Demonstrated ability to prioritize and manage multiple priorities/projects simultaneously in a fast-paced environment and follow through on issues in a timely manner.
  
• Experience with Microsoft Office Products Outlook, Word, Excel and PowerPoint.
  
• Publisher and Access experience preferred.
  
• Database applications; Raiser’s Edge preferred.
  
• Ability to take and transcribe meeting minutes.
  
• Ability to learn new software applications.
  
• Excellent oral, written, interpersonal, and customer service skills.
  
• Excellent analytical and organizational skills.
  
• Ability to understand the needs and interests of major donors in order to develop relationships.
  
• Able to work with high-level executives both inside and outside of the organization.
  
• Dedication to promoting the Foundation’s fundraising priorities.
  
• Ability to successfully manage multi-functional or diverse areas under stressful conditions.
  
• Ability to meet strict deadlines.
  
• Experience in handling confidential information.
  
• Ability to work independently.
  
• Ability to relate cooperatively and constructively with clients and co-workers.
  
• Ability to identify and manage opportunities to implement LEAN practices when it comes to processes and procedures within the Foundation.