Executive Assistant

Executive Assistant

The Executive Assistant (EA) provides high-level administrative, operational, and project support to the Foundation President, and members of the Foundation Leadership Team. Acting as a strategic partner, the EA enables the President to focus on fundraising priorities by anticipating needs, managing critical workflows, and ensuring seamless coordination across teams and external stakeholders. This role requires discretion, judgment, and a high level of customer service, with the ability to balance multiple priorities.

The EA represents the President and Foundation with professionalism and collaboration, serving as the primary administrative liaison with internal leaders, board members, and donors.

Executive Support & Operations- 24%

• Serve as a trusted partner to the Foundation President, managing calendars, communications, and priorities with a forward-looking lens.
• Anticipate and prepare the President for meetings, strategic discussions, and external engagements by ensuring accurate information, timely follow-up, and smooth execution.
• Draft and prepare high-quality communications, reports, presentations, and board materials.
• Manage travel arrangements, reconcile expenses, and oversee vendor-related processes.
• Oversee reconciliation of payroll/timecard reporting to ensure accuracy and timely processing.

Confidentiality and professionalism- 24%

• Handle sensitive information, including donor data, financial information, personnel matters and medical stories with strict confidentiality.
• Represent the President and Foundation with professionalism, warmth and cultural sensitivity in all interactions.

Collaboration, Engagement & Culture-24%

• Foster relationships across the organization to streamline communication and promote a "One Team" culture.
• Contribute to Foundation engagement initiatives as appropriate, such as leadership and Foundation team retreats and donor events.
• Serve as primary administrative point of contact for internal and external inquiries on behalf of the President's office.
• Liaise with internal staff to keep President informed and ensure alignment.
• Provide collaborative coverage and cross-support to the broader Administration offices.

Strategic Projects & Continuous Improvement- 24%

• Coordinate and support special projects that enhance the Foundation, culture, and fundraising efforts.
• Partner with the Foundation President to identify and implement improved systems and processes to increase efficiency and effectiveness.
• Proactively anticipate challenges, propose solutions, and ensure progress on commitments and deliverables.
• Support special projects and strategic initiatives.

Performs other duties as assigned to support organizational and Foundation priorities.

Education and/or Experience Required:

• Education:
  
  Associate degree or equivalent experience in business, healthcare administration, or related field.
• Experience:
  • Minimum of 5 years progressive administrative support experience, ideally with C-suite level executives.
  • A minimum of 7 years of directly-related experience may be substituted for a degree.

Education and/or Experience Preferred:

• Education:
  
  Bachelor's degree or higher in finance, health policy, business administration, healthcare management or related field.
• Experience:
  • Healthcare or financial setting is ideal.
  • Project management background a plus.

License and/or Certification Required:

• N/A.

Knowledge,

Skills and Abilities

:

Knowledge:

• Advanced expertise in Microsoft Office suite, including Word, Excel, PowerPoint, and Outlook and Salesforce or similar CRM is helpful; willingness and ability to learn if unfamiliar.
• Strong written and verbal communication skills; excellent proofreading and attention to detail.
• Office management practices and executive support operations.
• Familiarity with data tracking, dashboards, and administration.
• Experience with project management.
• Understanding of general math and accounting principles.

Skills:

• Exceptional organizational skills, reflecting the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal and communication skills, capable of building relationships across all…